Travel

Process covers activity from the request for authorization to travel through reimbursement after completion of the travel.  Includes Transportation Services authority, travel advances, class trips, etc.  Travel website:  http://www.purdue.edu/travel/. 

SPS website:  http://www.purdue.edu/sps/. 

1. REQUEST FOR STAFF TRAVEL

   1. Determine whether State or Federal Travel Regulations will govern travel request.

   2. Ensure that travel complies with the appropriate regulations.

   3. Prepare and/or audit travel Form 17:

      1. Determine that travel is allowable and allocable on funding source listed.

      2. Determine that funding source is adequate to cover travel expenses.

      3. Review timeliness of travel requests.

      4. Ascertain that one travel Form 17 is provided for each person traveling.

      5. Check for appropriate signatures.

      6. Determine if PRF travel advance is needed (Form 1000 PRF).  Processing requires a minimum of five (5) working days prior to the date the advance is needed.

       

   4. Prepare/review In-State Travel and Blanket Travel Memorandums annually for blanket travel within Indiana and surrounding areas.

   5. Prepare or review Transportation Forms 1 and 1B for University vehicles.

   6. Prepare or review TFO Form 1 for air travel involving University planes.

   7. Ensure that all travel documents are forwarded for necessary signatures and routing.

    

2. REQUEST FOR PROSPECTIVE EMPLOYEE TRAVEL

   1. Determine whether State or Federal Travel Regulations will govern travel request.

   2. Ensure that travel complies with the appropriate regulations.

   3. Prepare or review Form 17C for request for reimbursement of expenses for prospective staff and spouse/dependents.

      1. Determine that travel is allowable and allocable on funding source listed.

      2. Determine that funding source is adequate to cover travel expenses.

       

3. PREPAID EXPENDITURES

   1. Usage of University Purchasing-Cards (P-Cards) is limited to airfares and registration costs.

    

4. TRAVEL REIMBURSEMENT

   1. Prepare/audit travel reimbursement forms provided by staff/prospective employee.

   2. Ensure that revised Form 17 is processed if required.

   3. Ensure that travel reimbursement requests are charged to foreign travel, airfare and registration object codes when appropriate.

   4. Ensure that account number listed is still valid and has appropriate funding for the reimbursement.

   5. Ensure that original receipts and documentation are included with the travel reimbursement request.  Verify prepaid expenditures are not reimbursed.

   6. Ensure that all travel documents are forwarded for necessary signatures and processing.

    

5. STUDENT TRAVEL

   1. Ensure that a class trip form is completed for University sponsored class travel (available at Dean of Students Office).

   2. Ensure that student drivers are properly documented.

   3. Ensure that all travel documents are routed for necessary signatures and processing.

    

6. OTHER TRAVEL INFORMATION

   1. Distribute corporate card applications to new University staff members, as needed.

   2. Distribute Pocket Guides to staff members prior to their first trip, as needed.  Highlight receipt requirements and University insurance for rental vehicles.

   3. Subscribe to travel department list serve (send an Email to llford@purdue.edu requesting to be added to list serve).