Travel Management Office
The Travel Management Office:
- Assists state employees with business travel arrangements.
- Administers the current travel card program offered through National City Bank.
- Enforces state travel rules and regulations.
- Works to minimize state business travel costs.
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.
The Travel Management Office also drafts and implements policies dealing with state employee business travel.
Hotel, Parking, and Mileage Rates
- The current in-state lodging rate is $89 per night plus all applicable tax, with the exception of Indianapolis, which is $97 a night plus all applicable tax.
- The maximum base rate for airport parking is $9.00 a day, however if the facility charges airport fees and gas surcharges those may be reimbursed with an itemized receipt.
- The current mileage reimbursement rate is $0.40 per mile for all business miles driven.
Forms and Policies
- Travel Request Form (doc)
To streamline the process of requesting travel accomodations, including airfare, hotel rooms, and rental cars, please complete the Travel Request Form. - Authorization for Out of State Travel (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.
NOTE: The form is to be printed on 5 part carbonless standard sequence paper. This paper is not available on the State's QPA; however, it can be purchased through Central Printing by filling out State Form 44874 (a request for copy service) and asking for the 5 part carbonless standard sequence paper. In order to print the form on this paper, put the 5 part carbonless paper in your printer and request 5 copies. Please make sure you print on the correct side in order to obtain the signatures throughout all 5 pages. - Employee Mileage Reimbursement Memo (pdf)
- Travel Voucher (pdf)
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 (pdf)
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 (pdf)
- State Resources Policy (pdf)
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.
Contacts:
Minnie Hoskins
Travel Coordinator
Phone: (317) 232-4258
Fax: (317) 233-0012
E-mail: mhoskins@idoa.IN.gov
To make travel arrangements:
Charlene Robinson
On-site Travel Agent
Carefree World Travel
Phone: (317) 233-5418
E-mail: carefree@idoa.in.gov
Travel Request Form
Angie Burgess
On-site Travel Agent
Carefree World Travel
Phone: (317) 234-5824
E-mail: carefree@idoa.in.gov
Travel Request Form
