Purdue’s Travel Regulations, in support of Travel for University Business (II.A.3) effective May 1, 2021, govern booking and reimbursement related to business travel and expenses and are available to help travelers manage the process.
All regulations apply to faculty, staff and graduate students employed by the University who are traveling on University-related business.
The University contracts with various travel service providers and vendors in order to ensure strategic sourcing and pricing agreements. In order to take advantage of these negotiated discounts, travelers must book travel arrangements through the University’s travel reservation system. All contracts with travel service providers and vendors must be approved by the CFO, or his designee.
Travelers are encouraged to book business travel in Concur or utilize the University’s travel agency. Booking through these methods allows the University to exercise a strong duty of care, which includes the benefit of quickly locating and assisting traveling employees in times of emergency.
The core principles of travel and expense regulations are:
- Employees are encouraged to book travel through Concur/University’s travel agency.
- Expenses must be submitted through Concur or Purdue Travel.
- Expenses must have a clear business purpose and be directly related to the goals of the University.
- Expenses must be reasonable and appropriate for the circumstances.
- Expenses must be fully documented and submitted for required approvals.
- Expense incurred for business purpose must not be driven by personal enrichment (e.g. monetarily, loyalty points), either in appearance or in fact.
- Expenditures must comply with all applicable laws and University policies.
The regulations promote traveler safety, good stewardship of University resources and a streamlined system for booking travel arrangements and reporting expenses.
Adhering to the regulations will help ensure travelers are paid/reimbursed in a timely manner and at full value.
Travel information related to Sabbatical Leave and Research/Instructional/Engagement Leaves can be found on Purdue's Human Resources website.
Regulations by Topic
The University will reimburse employees for reasonable and necessary out-of-pocket, business expenses incurred in direct connection with university business and in accordance with these regulations. Employees must exercise good judgment that supports the University’s objectives, and submit expenses through the channels and within the timelines outlined below.
Select a topic below or from the left to obtain additional information.
- ADA Accommodations
- Bowl Travel
- Business Leaves Extending 22 Days
- Business Travel with Personal Time Included
- Cash Advances
- Cost Comparison
- Drive vs. Fly
- General Information
- Employee and Approving Manager Responsibility
- Ground Transportation and Parking
- International Travel
- Missing/Lost Receipts
- Moving Allowances
- No-Cost Travel
- Other Allowable Expenses
- Personal Car Usage
- Privately Owned, Leased or Chartered Aircraft
- Remote Work Reimbursement
- Rental Car
- Travel on Sponsored Program Funds (Fund - 46010000)
- University Vehicle