Individual students or student groups (e.g., athletic teams, debate teams, musical groups, etc.) who represent the university and incur travel expenses that are to be reimbursed from an account administered by Indiana University must make arrangements through the appropriate academic school or department. Student travel may be authorized if individual students or groups of students participate in an activity with an IU Southeast employee acting as an advisor or coordinator. See the Group Travel policy on the IU Travel Management Services website for additional travel guidelines. Also refer to the IU Risk Management website for guidelines on student eligibility and use of University-sponsored vehicles.
Group travel is claimed by submitting a department travel authorization in the name of the staff person overseeing the entire trip. Group travel applies only to students. The person in charge is responsible for obtaining and submitting all original receipts. A roster of student names must be attached to the Travel Reimbursement Request form.
Instead of per diem payments, actual receipts are used for the reimbursement of meal costs for the group. However, these payments cannot exceed the amount allowed by applicable per diem regulations. All claims must be indicated on the front of the travel reimbursement request.
For additional information on reimbursements, please visit the Travel Management Services website.