Notice of New Travel Services Processes, Effective January 1, 2013
IDOA has contracted with Travel Leaders Indianapolis (formerly known as Carefree Travel), as a result of a competitive bid process, to continue to provide travel services to the state.
On-site services with Travel Leaders Indianapolis is no longer available. To acquire services, please contact your agency travel coordinator or travel planner(s). If your travel is an emergency, please follow the emergency protocol and contact Travel Leaders Indianapolis via email at Indiana@travelleadersindy.com or by phone at 317-899-4477.
New Contract Implementation Training
IDOA and Travel Leaders are implementing the new travel services and procedures. Resources and links associated with this implementation are available to State Employees when you click the links below:
Agency Travel Coordinators and Planners
The Travel Management Office:
- Assists state employees with business travel arrangements.
- Enforces state travel rules and regulations.
- Works to minimize state business travel costs.
The Travel Management Office also drafts and implements policies dealing with state employee business travel.
All out-of-state business travel by state employees, board and commission members, persons under contract with the state, and all others seeking state travel reimbursement must be reviewed and approved by the Travel Management Office. Those seeking to travel out of state must complete the Authorization for Out of State Travel, available below.
Hotel, Parking, and Mileage Rates
Preferred Hotel Policy
- The current in-state lodging rate is $89 per night plus all applicable tax.
- If you are staying in downtown Indianapolis, you must use a preferred hotel in order to obtain reimbursement. If a preferred hotel is not available through Trip Manager, please contact the travel office.
- The maximum base rate for airport parking is $9 a day; however, if the facility charges airport fees and gas surcharges those may be reimbursed with an itemized receipt.
- The mileage reimbursement rate is 44 cents per mile for all business miles driven.
- Mileage Reimbursement Calculator
- Enterprise Car Rental
Non-State Employee Authorization Forms and Instructions
Instructions for Out of State Travel Authorization (Revised 4/23/2013)
- Authorization for Out of State Travel: xls | pdf
All state employees who are scheduled to travel outside of Indiana on state business must complete an Authorization for Out of State Travel form prior to their departure (State Form 823). The form outlines the employees expected itinerary as well as estimated travel expenses. Instructions detailing how this form should be completed are available above. Although the five-part carbon set form is no longer required, the document (State Form 823 i.e “G-10”) must be provided with original signature with all supporting documentation, as required by policy, and submitted for approval. Original signatures are required in IDOA files, but are not required in your agency records.
Travel Request and Reimbursement Forms
Travel Requests Form (doc)
To streamline the process of requesting travel accommodations, including airfare, hotel rooms and rental cars, please complete the Travel Request Form.
- Travel Voucher
A Travel Voucher must be submitted after a state employee returns from business-related state travel. The travel voucher enables the employee to recoup actual travel-related expenses and enables the state to attribute those expenses to the appropriate state account.
- Certification for Missing Receipt
The Certification for Missing Receipt form enables state employees who have traveled on behalf of the state to apply for reimbursement without a substantiating receipt.
State Travel Policy
All forms must be submitted to the IDOA Travel Office for approval. Incomplete forms may be delayed or may be returned to the submitting employee for completion.
Phone: (317) 232-4258
Fax: (317) 232-7312
Travel Leaders Indianapolis
Phone: (317) 899-4477
Travel Request Form
Train-the-Trainer Presentation (Original version from 3/26/2013 with noted updates)