Approval is required prior to all University business travel. Travel expenses are reimbursed after the trip.
An individual is in travel status when traveling on official business for Purdue whether or not expenses will be reimbursed by the university.
All University travelers seeking reimbursement should incur the lowest reasonable travel expense (examples : sharing a room or riding together) and should exercise care to avoid impropriety or the appearance of impropriety, including the perception that a business trip has been taken for personal reasons. Only travel expenses related to University business can be reimbursed.
Only travel expenses related to University business are reimbursable. Reimbursement is not allowable for items provided free of charge (such as frequent flyer miles or award programs for hotel & car), items previously reimbursed or prepaid by University or other third-party source, or costs that will be paid/reimbursed from any other source.
If a circumstance arises that is not specifically covered, either the most conservative course shall be adopted or consultation for guidance with the travel policy shall be pursued.
The Form 17 (Request for Authority to Travel on University Business) is the university document that communicates to the appropriate individual your need to be in travel status outside the State of Indiana. Approval of the Form 17 clearly insures that you are covered under workman's compensation. In addition, it insures that your supervisor, department head or appropriate university official approves of the activity and that funds are available for reimbursement ( Form 25) of appropriate expenses and travel is allowable on those funds.