International Travel
Booking Procedures
Any employee of Purdue University who is authorized for international travel must follow the appropriate approval, insurance and travel security requirements. International travel is considered travel to, between, or within countries outside the United States and U.S. Territories. This includes Canada and Mexico.
All employees are required to register their travel in the Concur system (or Form RM23) prior to travel. By recording your travel in advance of departure through the Concur system you are covered by Purdue’s International Travel, Emergency Medical, and Evacuation Insurance, per Risk Management. Refer to the following Purdue Risk Management information on international travel:
Cost comparisons are not required for flights, unless personal travel is combined with business travel and/or there is a change in airport, due to personal travel.
Reimbursement
The following is a list of expenses that are reimbursable only when traveling on international university business:
- Fees for conversion of foreign currency
- Passport and/or Visa fees, including cost of photographs
- Foreign country exit fees
- Costs of birth, health and identity certificates
- Charges for physical exams and inoculations necessary for foreign travel
- Fees for travelers checks
Insurance
International Travel and Evacuation Insurance
- The university purchases international medical and evacuation insurance coverage for faculty, staff, students and immediate family accompanying those traveling. Travelers should refer to the International Travel Field Guide located on Risk Management’s website.
- Additional or optional insurance outside of Risk Management’s policy coverage they issue is not allowable, therefore not reimbursable.
Transportation
- Rental car usage on international business travel requires the purchase of Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) insurance offered by the rental car company.
- Other insurance options such as Personal Accident Insurance (PAI), Supplemental Liability and Personal Effects (PEC) coverage is not reimbursable for domestic or international rentals.
- A foreign train, bus or other service carrier may be used in lieu of, or as a supplement to air travel at the lowest rate by the transportation facility used.
- If such travel could have been performed by air, the allowance should not exceed that of coach air accommodations.