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Bowl Travel Guidelines

General

These guidelines cover individuals on official University business in support of advancement activities or as an extension of their regular on-campus duties. The scope of these guidelines does not include football staff or other Intercollegiate Athletic staff that are involved in related activities.

The University recognizes that in some development situations, a spouse or guest may be included when their participation benefits the donor relationship. In these situations, the spouse who attends bowl events is considered an official volunteer*, and PRF funds must be used to cover all costs associated with the bowl trip.

When traveling on a Bowl tour package, staff and official volunteers are not eligible for subsistence reimbursement. **

Taxability of PRF-Funded Bowl-Related Items

Bowl packages, game tickets, and other bowl-related expenses may have tax implications for participants. The following tax guidelines apply.

  • Items reported to IRS as taxable income:

o Value of bowl package in the event spouse or guest of staff/faculty is not able to participate in every event as an official University volunteer OR appropriate certification form is not signed

o Value of football tickets IF bowl events are not attended OR appropriate certification form is not signed

  • Items not reported to IRS as taxable income:

o Value of bowl package for spouse or guest who accompanies faculty/staff IF in official volunteer status AND IF appropriate certification signed

o Value of bowl memorabilia. Generally speaking such souvenirs are of “de minimis,” value as long as they carry a value of less than $100, and, accordingly, do not need to be separately identified for tax purposes.

Participants and Procedural Guidelines

Staff on University Business

The schools, units, and regional campuses may have participants on official University business in support of development activities. Some staff may participate in a working role that is an extension of their regular on-campus duties such as select members of the Office of the Dean of Students, select members of the Purdue Music Organization, select members of the University Development Office, and members of Marketing and Media.

Travel Options

Essentially, four travel options are available when faculty/staff participate in Bowl activities:

  1. Complete PAA bowl tour package (transportation/land) – department business office coordinates arrangements. Must be paid on PRF funds.
  2. PAA Land Only bowl tour package – department business office coordinates bowl package arrangements and employee makes own transportation arrangements. All expenses must be paid on PRF funds.
  3. Bowl tour package offered by a local travel agency – employee makes all arrangements. All expenses must be paid on PRF funds.
  4. No bowl tour package - employee makes all arrangements. PRF funds are strongly preferred. For units where PRF funds are limited or unavailable, traditional travel expenses such as airfare, hotel, mileage, and per diem would be allowable on University Gift funds.***

Procedures for Staff on University Business

In advance of the bowl event, Business Managers will verify with Deans and Department Heads which individuals within the business unit are authorized for bowl travel.

  1. Traveling on Complete PAA Bowl Package (land/transportation), required to be paid on PRF funds:

1) Each participating employee is required to complete a University Business Verification Form. If the employee is accompanied by a spouse or guest, both the employee and the spouse/guest are to complete the same form. (Note: Employee may be accompanied by either a spouse or a guest for funding purposes)

2) Employees should also complete a Form 17, Request Authority to Travel on University Business, with dates of travel and obtain departmental approval

3) Staff member forwards the approved Form 17 and University Business Verification Form to his/her department's business office to check out a departmental PRF card 

4) Staff member completes reservation form, including:

o Home address and phone number

o Selection of the appropriate tour option, number of game tickets, and optional events

o Staff member prints off completed tour application, once payment has been confirmed, and returns this receipt with the credit card to the business office

5) Departmental business manager maintains the approved Form 17, University Business Verification Form and online package receipt

  1. Traveling on combination of PAA Land Only Tour Package and non-package travel arrangements, required to be paid on PRF funds:

1) Business office staff coordinate PAA land only Bowl packages following process steps #1-5 of PAA Bowl Package Reservations section above

2) After the Bowl event, individual departments are responsible for preparing and submitting new Bowl Travel Reimbursement requests for employees, spouses, or guests – if in official university volunteer capacity - for allowable travel expenses. The PRF Bowl Travel Reimbursement Request Form is available in the Forms section of the Purdue Travel website.

o If staff member's spouse traveled with staff in official volunteer capacity, both staff and spouse should be processed on one form

o Guest of staff serving as official volunteer is to process on separate form

3) Business manager obtains Department Head signature who authorizes expenditure reimbursement for employee and volunteer spouse/guest

4) Business manager signs and submits all PRF Bowl Travel Reimbursement Request Forms to the University Travel Office

5) University Travel Office audits form for accuracy and forwards to Purdue Research Foundation

6) PRF reimburses allowable travel expenses for employee and volunteer spouse/guest

  1. Traveling on Bowl Tour package offered by local travel agency, required to be paid on PRF funds:

1) Each participating employee is required to complete a University Business Verification Form. If the employee is accompanied by a spouse or guest, both the employee and the spouse/guest are to complete the same form. (Note: Employee may be accompanied by either a spouse or a guest for funding purposes)

2) Completed University Business Verification Form are to be forwarded to the employee's departmental business office

3) Business manager verifies forms for complete, valid, and accurate signatures and information

4) Employees should also complete a Form 17 with dates of travel and forward to their business office

5) After the Bowl event, individual departments are responsible for preparing and submitting new Bowl Travel Reimbursement requests for employees, spouses, and guests – if in official university volunteer capacity - for allowable travel expenses. The new PRF Bowl Travel Reimbursement Request Form 25 will be available in the Forms section of the Purdue Travel website when we attend a bowl game.

6) If employee's spouse traveled with staff in official volunteer capacity, both staff and spouse should be processed on one form

7) Guest of staff serving as official volunteer is to process on separate form

8) Business manager obtains Department Head signature who authorizes expenditure reimbursement for employee and volunteer spouse/guest

9) Business manager signs and submits all PRF Bowl Travel Reimbursement Request Form 25 to the University Travel Office

10) University Travel Office audits form for accuracy and forwards to Purdue Research Foundation

11) PRF reimburses allowable travel expenses for employee and volunteer spouse/guest

  1. If Non-package Travel Arrangements are made by individual, and department elects to pay on PRF funds (preferred option):

1) Each participating employee is required to complete a University Business Verification Form. If the employee is accompanied by a spouse or guest, both the employee and the spouse/guest are to complete the same form. (Note: Employee may be accompanied by either a spouse or a guest for funding purposes)

2) Completed University Business Verification Form are to be forwarded to the employee's departmental business office

3) Business manager verifies forms for complete, valid, and accurate signatures and information

4) Employees should also complete a Form 17 with dates of travel and forward to the business office

5) After the Bowl event, individual departments are responsible for preparing and submitting new Bowl Travel Reimbursement requests for employees, spouses, and guests – if in official university volunteer capacity - for allowable travel expenses. The PRF Bowl Travel Reimbursement Request Form is available in the Forms section of the Purdue Travel website.

6) If employee's spouse traveled with staff in official volunteer capacity, both staff and spouse should be processed on one form

7) Guest of staff serving as official volunteer is to process on separate form

8) Business manager obtains Department Head signature who authorizes expenditure reimbursement for employee and volunteer spouse/guest

9) Business manager signs and submits all PRF Bowl Form 25 Reimbursement of Travel Expenses to the University Travel Office

10) University Travel Office audits form for accuracy and forwards to Purdue Research Foundation

11) PRF reimburses allowable travel expenses for employee and volunteer spouse/guest

  1. If Non-package Travel Arrangements are made by individual, and department elects to pay employee expenses on university funds:

1) Form 17 Request to Travel on University Business is to be completed for the employee

2) Staff member forwards Form 17 to their business office

3) Business manager verifies forms for complete, valid, and accurate signatures and information

4) After the Bowl event, individual departments are responsible for preparing and submitting PRF Bowl Form 25 Reimbursement of Travel Expenses allowable travel expenses

5) Business manager obtains Department Head signature who authorizes expenditure reimbursement for employee

6) Business manager signs and submits Form 25 to the University Travel Office

7) University Travel Office reimburses allowable university travel expenses for employee

8) NOTE: Any Bowl-related expense not allowable on University funds (game tickets or tickets to university-sponsored events, for instance) should be submitted for reimbursement to the Purdue Research Foundation via a traditional Reimbursement Request form

9) NOTE: If employee shares travel expenses with volunteer guest/spouse, trip should be paid on PRF funds and steps in Procedure D (above) should be followed

* University official volunteer is defined as a spouse, partner, or guest of a Purdue University staff who accompanies staff in an official capacity at Purdue events and represents Purdue for a business purpose.

** Development staff performing official development activities at the Bowl is exempt from the no subsistence reimbursement rule when traveling on a Bowl package. In these cases, however, exemption is valid only upon approval of Vice President for Development. After the Purdue Research Foundation (PRF) has received the memo containing the list of approved names from Senior Vice President for Development, per diem reimbursement requests for individuals listed will be processed.

*** Examples of Expenses Allowable Expenses (only applies to individuals traveling independent of a Bowl package and whose unit has elected to pay using University funds).

 Contacts:

Purdue Research Foundation:  Belinda Rachwal  -  494-8645

University Travel Office:  Linda Ford  -  494-1699

PRF Funds University Funds Not Reimbursable
(Use personal funds)
Bowl package Airfare Personal recreation expenses
Airfare Hotel Mileage in excess of X
Hotel Mileage Subsistence (if traveling on Bowl Pkg)
Business Calls Business Call
Game tickets
Game parking
Receptions
Business golf outings