Travel for University Business (II.A.3)

Volume II: Business and Finance
Chapter A: Accounting, Budget and Expenditures
Responsible Executive: Chief Financial Officer and Treasurer
Responsible Office: Administrative Operations
Date Issued: May 1, 2021
Date Last Revised: N/A

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

Policy Clarification

Title/Office

Telephone

Email/Webpage

Associate Vice President for Administrative Operations

765-494-8000

adminops@purdue.edu

 

Travel Questions

Title/Office

Telephone

Email/Webpage

All campuses contact West Lafayette Travel Office

765-496-8747

purduetravel@purdue.edu

 

 

STATEMENT OF POLICY

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.

Travel Funded by a Sponsored Program

Individuals using sponsored program funds to supplement or pay for University Business travel expenses are required to educate themselves or consult with Sponsored Program Services on the rules of the sponsor and to exercise prudence when making travel arrangements that will be covered by sponsored program funds. Travelers may be subject to more restrictive rules than those of the University and are required to follow the most restrictive rules. The University is not obligated to cover expenses that are not allowable on sponsored programs or denied by the sponsor. Some sponsors, particularly federal granting agencies, may not allow certain expenses that the University typically does. If the expenses meet all conditions of this policy and the associated Travel Regulations, the University may cover them.

Travelers who work on sponsored projects may be required to disclose University Business travel costs paid for or reimbursed by an entity other than Purdue University. Refer to the definition of Significant Financial Interests in the policy on Individual Financial Conflicts of Interest (III.B.2).

International Travel

Individuals traveling to or through an international destination for University Business are required to obtain authorization from their unit head prior to planning their trip. Travelers are encouraged to review the International Travel Field Guide maintained by the Office of Risk Management and the international travel information provided by the Export Controls and Research Information Assurance team. These resources provide valuable information on medical evacuations, export control laws, federal travel advisories, and security considerations.

Exceptions

Exceptions to pay for or reimburse travel expenses that do not meet the requirements of this policy and the associated Travel Regulations must be approved by both the unit head and the Associate Vice President for Administrative Operations, or designee.

REASON FOR THIS POLICY

The University recognizes that travel is often necessary to carry out job responsibilities, promote the University’s achievements, support student success and further the University’s mission. This policy provides travelers, supervisors and unit heads with guidance on when it may be appropriate for the University to pay for or reimburse travel expenses using University funds while ensuring good stewardship of resources and fiscal accountability.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All faculty, staff, students, volunteers and independent contractors who travel on University Business.

EXCLUSIONS

A faculty or staff member’s commute to and from residence to primary campus is not considered travel.

Students who travel in their capacity as students (including student-athletes) are not subject to this policy.

Expenses incurred by a spouse, other family member or personal guest traveling with a faculty or staff member are excluded. Refer to the policy on Hospitality Expenditures (II.A.1) for information on expenses that may be reimbursable under that policy.

Refer to the policy on Moving Allowances and Expense Reimbursements (II.A.2) for coverage of travel expenses related to relocation.

RESPONSIBILITIES

CFO and Treasurer

  • Review for approval all contracts with travel service providers and vendors, or assign a designee.

Associate Vice President for Administrative Operations

  • Administer this policy.
  • Maintain and promulgate the Travel Regulations in support of this policy.
  • Review and make determinations on requests for coverage of travel expenses that constitute an exception to this policy, or assign a designee.

Travel Offices

  • Advise faculty, staff and other travelers on making travel arrangements in accordance with this policy and the associated Travel Regulations.
  • Advise faculty, staff and other travelers on submitting expense reports with required documentation.
  • Audit travel expense reports to ensure all expenses are allowable under this policy and the associated Travel Regulations.

Unit Heads

  • Ensure that funding for University Business travel by faculty and staff in their units is available prior to granting approval for the travel.
  • As necessary, develop and communicate unit-level procedures for requesting approval of University Business travel.

Business Offices

  • Ensure that funding for University Business travel by faculty and staff in their units is available prior to granting approval for the travel.

Sponsored Program Services

  • Advise faculty, staff and other travelers on funding requirements, restrictions and the allowability of travel charges to sponsored program funds.

Faculty, Staff and Other Travelers

  • Obtain required prior approval for University Business travel and provide notice to the University (via the travel reservation system or standard department procedures) of the travel location(s).
  • Ensure that all travel expenses submitted for payment or reimbursement meet the requirements of this policy and the associated Travel Regulations, including applicable submission deadlines.
  • If travel is related to a sponsored project, be familiar with the sponsor’s requirements and follow the most restrictive rules.

DEFINITIONS

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

University Business
Activities engaged in on behalf of Purdue University that are meant to improve the quality of the University, contribute to an ongoing program of the University, accomplish University-assigned duties, or otherwise fulfill the University’s mission of discovery, learning, and engagement. Travel for personal consulting, vacation or other personal reasons is not considered University Business. Travel during sabbatical or other leave of absence, including to and from the location of the leave, is not considered University Business.

RELATED DOCUMENTS, FORMS AND TOOLS

Travel Regulations

Concur travel system

International Travel Field Guide (from Office of Risk Management)

Information on Traveling Internationally (from Export Controls and Research Information Assurance)

Policies

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/business-finance/iia3.html

HISTORY AND UPDATES

May 1, 2021: This policy supersedes Executive Memorandum No. B-33, Purdue University General Travel Policies, dated March 27, 1975.

APPENDIX

There are no appendices to this policy.

 

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