Instructions for Completing Form 17

The University’s basic travel regulations are issued by Purdue to remain within federal and state travel regulations.  Any reimbursement must be within these rules and regulations. 

One of the primary regulations is that all University travel must be pre-approved.  An individual is in travel status when traveling on official business for Purdue whether or not expenses will be reimbursed by the University.

The Form 17 (Request for Authority to Travel on University Business) is the University document that communicates to the appropriate individual a staff member’s need to be in travel status.  (Exception:  See In-State Travel and Blanket Travel)

These approval processes insure that the traveler’s supervisor and/or department head approves of the activity, funds are available for reimbursement of expenses, travel is allowable on the funds and traveler is covered under workman compensation.

If a Form 17 is required, complete the form and forward through the usual administrative channels for approval.  The Form 17 should be submitted at least 2 weeks prior to travel.  

See  Form 17 Variances for policies when major changes happen after Form 17 approved.

Numbers refer to section numbers on the Form 17.  (Please type entries)

1.   Name of individual requesting permission to travel on University business.

2.   An identification number for the traveler is no longer required on the For m 17.

3.   Identify the department name to which the individual is assigned.

4. & 5.   Departure and return date and hours refer to date and hour of departure from assigned work site.  If someone is taking vacation in addition to their trip, please use actual dates they will be leaving (Line 4) and returning (Line 5), including vacation.

6.   If there is more than one business destination for any given trip, all locations (city & state or city & country) should be noted here (e.g., West Lafayette to Washington, DC to New York, and return to West Lafayette).

7.   Indicate the purpose for which travel authorization is requested.   If any specific duty or assignment has been assumed, give definitive information.  This may affect whether request for reimbursement of travel expenses can be approved.  DO NOT ABBREVIATE OR USE ACRONYMS. 

8.   Indicate here if personal travel will be combined with the business travel.  See statement in Box 13 and visit Personal Time with Business Travel for proper procedures when combining business and personal travel.

9.   Indicate beginning and ending times of all official business connected with this trip here.

10.  Any travel to a country with a U.S. Department of State travel warning or announcement must be approved by International Programs in Young Hall prior to the trip.  Website links to these warnings and announcements can be accessed from the travel home page.

11.  If a vehicle (personal, University or rental) is being used, and the requester on this Form 17 is the driver, the name(s) of other staff accompanying the driver should be indicated here.

13.  List estimated expenses in as much detail as possible in the appropriate spaces.

1. Number of days and cost for use of University vehicle should be listed here.  Visit the Transportation Web Site for regulations governing the use of University cars, for regulations concerning reimbursement of travel expenses and rates.
2. Designate here if vehicle used is owned by your department.
3. Estimated costs for use of private vehicle should be entered here. See Privately Owned Vehicles for detailed information about rates.
4. Estimate of airfare.  Check here if the airfare will be prepaid.
   • If extra days are included on the Form 17 to take advantage of a discount fare, list the price of both flights. A cost comparison which includes additional lodging, subsistence, parking, etc should be included in Box 15 of the Form 17.
   • Prepaid airfare and registration expenses must be noted on the Form 17, Box 15 (Notes and Explanations).
   • Most ticketless airfare (E-ticket) should not be prepaid using the department purchasing card unless the traveler has the purchasing card because airlines may require the credit card to be presented at the airport.
5. Enter estimate of rental vehicle expense.
6. Enter estimate of taxi, shuttle or other local conveyance expense here.
7. Registration fees may be prepaid by invoice voucher or department credit card.  Check here if prepaid registration.
   • Membership dues included with a registration fee are not reimbursable
8. Lodging should be estimated at single room rate for employee only
9. Subsistence is intended to cover meals, tips, telephone calls other than official business, laundry, dry cleaning, pressing of clothes, use of appliances in rooms, in room movies and games, late checkout fees, luggage storage fees, etc.
   • Subsistence is paid at the federal M & IE rates for all travel except when state rates are required.
   • If the traveler is not requesting subsistence, lodging, etc., please state on the Form 17 ‘No lodging reimbursement being requested."
10. Other Expenses (Example):  Additional charges for books, publications, tapes, etc. from conferences or workshops are reimbursable on the Form 25 if the material is kept in the department. A statement to that effect must appear on the travel reimbursement request.

14.  Indicate the appropriate source of funding.  If SPS funds are used, signature of SPS reviewer is required.

15.  Enter all notes and explanations here.  Examples:  Comparisons when discount airfare is used, but require a Saturday night stay, justification for use of rental car, additional explanation of personal travel combined with business travel, prepayments of airfare or registration, variance/revised Form 17, etc.

16.  Staff member requesting travel authorization must sign here and indicate position title and date.

17.  The Business Office must approve for source of funds.  Delegation to individual business officers will be determined by the level of each person's existing Comptroller authorization.  This source of funds delegation does not replace the programmatic approval delegated to the deans, vice presidents and their designees (See 18).

18.  This approval signature (programmatic or academic) must be approved by the Vice President, Dean or their designee (generally the Department Head).   The Vice Presidents and Deans have been given the authority to delegate this approval to the Department Heads.  See Programmatic Approval for additional information.

19. Any travel to a country with a U.S. Department of State travel warning or announcement must be reviewed by International Programs in Young Hall prior to final approval.  Website links to these warnings and announcements can be accessed from the travel home page.