Travel Permission and Expense

Purdue University will pay for or reimburse travel expenses incurred by individuals who travel on behalf of the University when the expenses meet the following conditions:

1. The purpose for the travel meets the definition of University Business.
2. The traveler obtained all required authorizations for the travel in accordance with University Travel Regulations and unit-level procedures.
3. The travel expenses are reasonable, necessary and a prudent use of University funds.
4. The traveler exercised care to avoid impropriety and the appearance of impropriety in making travel arrangements.
5. The traveler submitted the required forms and documentation for the expenses within 60 days of the return date.
6. Another entity will not pay or provide reimbursement for the travel expenses.

The University contracts with various travel service providers and vendors in order to ensure strategic sourcing and pricing agreements. Travelers are expected to book all travel arrangements through the University’s travel reservation system in order to take advantage of these agreements, unless they are able to procure a lower price elsewhere (e.g., a conference offers attendees group pricing for their hotel room). All contracts with travel service providers and vendors must be approved by the CFO, or designee.

The University maintains the right to recover funds from the traveler for any travel expenses paid by the University that are not allowable under this policy and the associated Travel Regulations.