Fill out the CMLT Pre-Travel Form to the best of your ability. If you are booking your own transportation and lodging, try to obtain accurate fare estimates to include on this form. There are three ways to submit the form:

• Fill and submit the CMLT Pre-Travel Web Form
• Download the CMLT Pre-Travel Form PDF and email the completed form to sashin2@iu.edu. 
• Print the CMLT Pre-Travel Form PDF and deliver the completed form to Sarah in 642.

With this form, Sarah will submit a TA report to Travel Management Services. Typical turnaround on approval is 1-2 business days. They recommend waiting until approval before booking anything. Once you receive an automated email with the subject "Chrome River Trip Authorization Request Approved," you are clear to book travel. 

• Only economy/coach fares are reimbursable. If you wish to upgrade at your own cost: First, book and pay for an economy/coach ticket, then request an upgrade as a separate transaction.
  • International Flight Exception: IU allows up to business class to be reimbursable on international flights outside of North America. If you are traveling on an external grant, be sure to check its restrictions as many do not allow for this.
  • Medical Exception: It is possible to receive an exemption from this requirement for medical reasons. Please coordinate with Sarah during the pre-approval process to obtain approval. 
• When booking a flight, do not use personal credits, vouchers, reward points, miles, etc. The airfare cannot be reimbursed when they are used.
  • Note: While you are not allowed to be reimbursed for airfare you spent personal rewards/miles on, you are allowed to earn them. 
• Send receipts for your transportation and/or lodging to Sarah to process for reimbursement. 
  • Airfare receipts must document every flight.
  • Lodging receipts must be itemized and include the lodging's address.

• Launch "Egencia" from one.iu.edu. 
• If you do not have an Egencia account, email travel@iu.edu to request one.
  • The email subject should be "Requesting Egencia Traveler Role"
  • The body of the email should include:
    • "I need an Egencia Traveler account, please."
    • {your full name as it is on the ID/passport you use to travel}
    • {your IU email address}
    • {your university ID number}
• If you have not already done so, filling out some aspects of your profile before you book is recommended.
  • Click your name in the upper right and select "Go to profile."
  • On the "Personal Information" page, enter your gender and birth date. These pieces of information are required to book flights. 
  • On the "Notifications" page, you can enter your mobile number or email under "Flight alerts" to receive notification of cancellations/delays/changes to flights you are booked on.
  • On the "Loyalty programs" page, you can enter the numbers for any airline or hotel loyalty programs you are in. While you are not allowed to use/redeem your personal rewards points or miles on IU travel, you are allowed to earn them.
• Search for and select your flights and/or lodging.
• In the "Information requested by your company" section:
  • Enter "CMLT" for department code
  • Enter the account number where the funds should ultimately come from. Ask Sarah if you are unsure what it should be.
  • Enter "BL" for the campus code
• In the "Choose your payment" section, "IU AIR CARD" or "IU EGENCIA HOTELS" should automatically be selected. Leave this as is.
• If you are just trying to obtain a cost estimate for the pre-approval, select "save for later." When you are ready to finalize it, you'll be able to find it in "Trips" on the top menu bar.
• Once you have finalized your booking, let Sarah know so she can connect the charge to your completed pre-approval report. 

Before I can book on your behalf, you must set up your Eugencia account. 

• Launch "Egencia" from one.iu.edu. 
• If you do not have an Egencia account, email travel@iu.edu to request one.
  • The email subject should be "Requesting Egencia Traveler Role"
  • The body of the email should include:
    • "I need an Egencia Traveler account, please."
    • {your full name as it is on the ID/passport you use to travel}
    • {your IU email address}
    • {your university ID number}
• You must add Sarah as a travel arranger.
  • Click your name in the upper right and select "Go to profile."
  • Select "Arrange and approve" from the left-side menu.
  • Click "Manage" under "Arrangers."
  • Select the "All users" list, search for "Sarah Shin," select my name, and click "Save" in the bottom-right corner.
• If you have not previously done so, you will need to fill out some aspects of your profile before I can book on your behalf.
  • Click your name in the upper right and select "Go to profile."
  • Your profile will open to the "Personal information" page. 
    • At a minimum, fill out the "gender" and "Date of birth" fields.
• There are also optional fields in your profile you may want to complete in other sections from the left-side menu:
  • On the "Preferences" page, you can specify whether you prefer aisle or window seats.
  • On the "Notifications" page, you can enter a mobile number or email to receive flight alerts.
  • On the "Loyalty programs" page, you can enter your airline and hotel reward program numbers. While you are not allowed to use/redeem your personal rewards points or miles on IU travel, you are allowed to earn them.