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 per diem 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 advancement 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 the Office of University Relations.

Travel Options

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

Complete PAA bowl tour package (air/land) – department business office coordinates arrangements. Must be paid on PRF funds.
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.
Bowl tour package offered by a local travel agency – employee makes all arrangements. All expenses must be paid on PRF funds.
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 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.

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

1) 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 Signature and indicate “DEPARTMENT STAFF” on bottom of form

2) 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)

3) Employees who report directly to the Provost should also complete a Form 17 with dates of travel and forward to the Provost Business Office

4) Staff member forwards the application and University Business Verification Form to his/her department’s business office

5) Departmental business manager signs and indicates “PRF Acct 008-XXXX-XXXX” at the bottom of the application

6) Departmental business manager faxes the application to the tour office so they can begin to make arrangements. The tour office will recognize the applications as being paid by PRF by virtue of the account number listed on the application. The tour office must receive applications by a pre-determined deadline in order to ensure a reservation. Questions regarding the tour should be directed to the tour office.

7) Departmental business manager faxes the application and forwards the original University Business Verification Form to the Director of Business Managers

8) The Director will accumulate the data in a spreadsheet and send a copy to PAA so the tour office can verify applications are to be paid by PRF.

9) After reconciliation, the Director of Business Managers will make one check request to PRF to pay the Bowl tour company. PRF will charge school/unit accounts based on the reconciled spreadsheet.

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 #1-9 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 new 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

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 Forms 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 who report directly to the Provost should also complete a Form 17 with dates of travel and forward to the Provost 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

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

2) Completed University Business Verification Forms 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 who report directly to the Provost should also complete a Form 17 with dates of travel and forward to the Provost 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 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 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

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 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 per diem reimbursement rule when traveling on a Bowl package. In these cases, however, exemption is valid only upon approval of Senior Vice President for Advancement. After the Purdue Research Foundation (PRF) has received the memo containing the list of approved names from Senior Vice President for Advancement, 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).

PRF Funds University Funds Not Reimbursable

(Use personal funds)

Bowl package Airfare Personal recreation expenses

Airfare Hotel Mileage in excess of X

Hotel Mileage Per diem (if traveling on Bowl Pkg) undefined

Business Calls Business Call

Game tickets

Game parking

Receptions

Business golf outings

Contacts

Purdue Research Foundation: Belinda Rachwal – 48645
University Travel Office: Linda Ford - 41699

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