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
Contacts Statement of Policy Reason for This PolicyIndividuals and Entities AffectedExclusionsResponsibilities Definitions (defined terms are capitalized throughout the document)Related Documents, Forms and ToolsWebsite Address for This PolicyHistory and UpdatesAppendix
Associate Vice President for Administrative Operations765-494-8000 | adminops@purdue.edu
All campuses contact West Lafayette Travel Office765-496-8747 | purduetravel@purdue.edu
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:
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.
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).
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 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.
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.
All faculty, staff, students, volunteers and independent contractors who travel on University Business.
A faculty or staff member’s commute to and from residence to primary campus is not considered travel. Refer to the Remote Work Reimbursement section of the Travel Regulations for limited exceptions.
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 Expenses (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.
CFO and Treasurer
Associate Vice President for Administrative Operations
Travel Offices
Unit Heads
Business Offices
Sponsored Program Services
Faculty, Staff and Other Travelers
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 associated with sabbatical or other leave of absence, including to and from the location of the leave, is not considered University Business.
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
www.purdue.edu/vpec/policies/business-finance/iia3
May 1, 2021: This policy supersedes Executive Memorandum No. B-33, Purdue University General Travel Policies, dated March 27, 1975.
There are no appendices to this policy.