As a world-class leader in higher education, Indiana University depends upon travel for its ongoing success. The ability to attend conferences, visit academic peers, and experience other cultures provides a great benefit to our students, faculty, and staff. At the same time, it can present unique risks.
The following information will help you mitigate those risks when planning your next trip, and address any safety issues that may arise while traveling.
Driving a personal or rented vehicle on university business can present unique risks to both IU and the traveler. Learn more about driving requirements, IU insurance policies, and what to do in the event of accident.
Before doing any driving for university business — your daily commute is not considered “university business” — you must complete the Authorization Form for Motor Vehicle Records (MVR) check and submit it to the Office of Insurance, Loss Control & Claims (INLOCC). University policy requires IU faculty and staff to provide Indiana University authorization to conduct a Motor Vehicle Record check and provide all information needed to conduct the check prior to driving on any university-related business. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.
The traveler is responsible for any personal vehicle expenses incurred beyond standard fuel or mileage reimbursement. For example, the university does not reimburse for flat tires, dead batteries, or other vehicle repairs, nor does the university reimburse speeding or parking tickets, or any other violations.
The Travel Management Services site provides policy and procedure details for IU-sponsored travel, including instructions for using the online travel system, working with our contracted travel vendors, and a list of local and global discounts available to IU travelers.
IU’s Office of Overseas Study has compiled a range of helpful information for assisting students and other members of the IU community as they prepare and embark on international travel.
IU policy does not allow undergraduate programs to travel to countries given Level 3 or Level 4 advisories by the State Department unless valid and compelling reasons can be provided along with the completion of a waiver form to ensure the student has considered the risk such a trip presents. Contact IU’s Office of Overseas Study for further details. All IU travelers — staff, faculty, and students — are strongly encouraged to avoid travel to any location currently under a State Department Level 3 or Level 4 travel advisory.
Prior to departure on an international trip, IU travelers are encouraged to enroll in the State Department’s Smart Traveler Enrollment Program (STEP). The program provides the latest news and updates regarding your destination, and makes it easier for U.S. consulates and embassies to contact you in the event of a sudden emergency while abroad.
Xe.com provides a free universal currency converter, the same tool used by IU Travel Management Services to verify exchange rates on traveler reimbursements. It can be helpful to familiarize yourself with the basic exchange rate before visiting another country.
There are a number of online sites dedicated to global maps and weather forecasts, including Google Maps and MSN Weather.
You may wish to look into purchasing travel insurance. Individuals are often surprised to learn that coverage from their credit card company is less than expected. Travel Insurance Review has a nice tutorial: Travel Insurance 101.
Whether you’re traveling internationally or domestically, it’s important to take extra precautions to protect your data and devices. Read more about how to secure mobile devices while traveling.
