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Essential travel restrictions and travel card limitations continue system-wide

To:  Executive Vice Presidents, Chancellors, Vice Presidents, Vice Chancellors, Vice Provosts, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices

From: Rob Wynkoop, Associate Vice President, Auxiliary Services
         Jessica Robertson, Director of Procurement, Auxiliary Services 

Date: May 1, 2020

Re: Essential travel restrictions and travel card limitations continue system-wide 

In order to support recent budget guidance from the Treasurer’s office and adapt to changes that have resulted from the coronavirus, Procurement Services is announcing continued travel restrictions in addition to the recently communicated purchasing restrictions. These efforts will assist departments reduce spending and protect public health at the West Lafayette, Northwest and Fort Wayne campuses.

Essential Spend

As previously communicated, all non-essential expenditures – travel and conferences included – are to be suspended and new financial commitments are to be avoided until further notice. Travel, including travel within the state of Indiana, should be limited to essential travel. This means travel must support a compelling University interest that can only be served by personal attendance, meaning there are no alternatives to in-person attendance and travel cannot be postponed. 

Travel

University travel restrictions that are currently in place through May 2 will continue until further notice. A travel waiver is still necessary and now applies to all modes of transportation. Travel waivers should be approved by the appropriate dean, vice provost or vice president before travel is booked. Waivers will only be granted for the most essential requests and should be rare. If an individual travels without securing an approved travel waiver then reimbursement is unlikely 

Starting May 4, travelers with an approved travel waiver are expected to book travel in Concur or utilize Anthony Travel, the University’s travel agent. It is always recommended to use Concur for all travel as it allows the University to exercise a strong duty of care, which includes the benefit of quickly locating and assisting our traveling employees in times of emergency. If a traveler finds cheaper travel and accommodations outside of Concur or Anthony Travel, he/she may accept that option and keep the supporting documentation to include in the expense reimbursement.

If travel is not booked in Concur, a travel request should be entered in Concur and a travel waiver should be submitted with the expense report. Directions for how to create a travel request in Concur are available online.

Purdue Travel, the central travel office, will work with those who frequently travel to provide a streamlined process. Additionally, individuals who previously reserved business travel during this restricted period must obtain a travel waiver prior to traveling. 

Research Funded Travel

Travel related to research conducted on sponsored fund accounts should continue when deemed essential to meeting research deliverables, there are no alternatives to in-person attendance, and travel cannot be postponed. A travel waiver is needed prior to booking. More information including guidance on other sponsored funding can be found on the COVID-19 research operations page.

Travel Expense Report and Reimbursement

Expenses incurred for essential travel should be submitted using standard processes, as outlined in the online travel regulations. In addition to the expense documentation for transactions, the following documentation must be included. Exclusion of one or both of the following could result in reimbursement delay or ineligibility:

  • Travel waiver must accompany the expense report
  • Documentation of cheaper travel and accommodations if travel arrangements are booked outside of Concur and Anthony Travel (if applicable)

The following expenses are not reimbursable:

  • Expenses related to travel that are not accompanied by a travel waiver will not be reimbursable
  • Expenses paid on a personal card will not be reimbursable when the trip is canceled

Travel Card Limitations

Travel card (T card) monthly limits were reduced to $1 in support of the previously announced travel restrictions, and these limits will continue to remain in place until further notice. In order to increase a travel card’s limit, the following must happen:

  • If travel is booked through Concur or Anthony Travel, the T card will be temporarily available to support the trip information included in the travel waiver.
  • If travel is booked outside of Concur, the traveler, or their delegate, should request a temporary travel card increase using the online form. A travel waiver must accompany the submitted form. 

More information on COVID-19 and the university’s overarching travel expectations can be found on the Things You Need to Know About COVID-19 website. Specific guidelines and processes related to travel can be found on the Purdue Travel website. Questions may be directed to purduetravel@purdue.edu.