Travel
As a faculty/staff member of the University, you may need to travel on University business. The your destination and established prior approvals will determine if a Form 17 (Request for Authority to Travel on University Business) should be completed and approved for your trip. The following information should help in determining the appropriate travel procedures for your upcoming travel on university business.
Travel Processes & Procedures:
Specific Travel Procedures
Use of Purdue University Vehicles by Non-Employees
Request for Non-Employee to Operate University Vehicle - Form RM01
Common Travel Request (Form 17) Mistakes:
Common Travel Reimbursement (Form 25) Mistakes:
Travel Pocket Guides -- Domestic Travel / Foreign Travel
An individual in traveling on University business whether or not expenses will be reimbursed must submit a Request for Authority to Travel (President's Office Form 17). This form should be approved by your Department Head two weeks prior to the date of travel.
Upon completion of the trip, a Form 25 (Travel Reimbursement Request) must be completed in order to receive reimbursement. Please remember to save original receipts as they will be needed for reimbursement of travel related expenses. Please note that in most cases a subsistence allowance is paid in lieu of actual meal expenses.
Purdue offers an American Express Corporate Card to all regular faculty/staff who travel on University business.
More specific information can be accessed at the University's Travel Home Page.
Specific Travel Procedures for:
For certain individuals and positions blanket travel has been preauthorized for In-State travel. Please check with your business office to see if you or your position has this preauthorization. The In-State Travel Request memo is used to document this approval. If you are not currently authorized for travel in the state of Indiana you will need to complete a Form 17 prior to your trip.
If you are traveling in-state on sponsored program funds the form 17 will be reviewed by an individual delegated Comptroller/SPS signature authority. This approval will be obtained by your business office. Check with them on specific routing processes.
Upon completion of the trip, regardless of the pre-approval processes or source of funds a Form 25 (Travel Reimbursement Request) must be completed in order to receive reimbursement. Please remember to save original receipts as they will be needed for reimbursement of travel related expenses. Please note that in most cases a subsistence allowance is paid in lieu of actual meal expenses.
There are many specific travel regulations and limitations for In-State travel which can be viewed at the following site for In-State Travel. If you are in need of a Travel Advance - See your Business Manager.
All travel to locations outside the state of Indiana requires the completion of a Form 17 prior to your trip. This form should be approved by your Department Head two weeks in advance.
There are a few special circumstances requiring frequent travel (greater than 12 trips a year) outside the State of Indiana which may be approved as blanket travel by the University Travel Office. In these situations a Blanket Travel Request memo is used to document this approval.
If you are traveling out-of-state on sponsored program funds the form 17 will be reviewed by an individual delegated Comptroller/SPS signature authority. This approval will be obtained by your business office. Check with them on specific routing processes.
Upon completion of the trip, a Form 25 (Travel Reimbursement Request) must be completed in order to receive reimbursement. Please remember to save original receipts as they will be needed for reimbursement of travel related expenses. Please note that in most cases a subsistence allowance is paid in lieu of actual meal expenses.
There are many specific travel regulations and limitations for international travel which can be viewed at the following site for Out-of-State Travel. If you are in need of a Travel Advance - See your Business Manager.
Travel to international locations also requires the completion of a Form 17 prior to your trip. This form should be approved by your Department Head two weeks in advance.
If you are traveling to an international location on sponsored program funds the form 17 will require a different routing. Please refer below: These approvals will be obtained by your business office. Check with them on specific routing processes.
- International travel on NIH/NSF funds (500-504 & 510-514) should go to the College for a Dean’s signature.
- International travel on other SPS funds should go to the College for a Dean’s signature then to SPS .
- International travel on non-SPS funds should go to the Dean first then to the EVPAA office for approval.
See Grid on the approval process for foreign travel
Upon completion of the trip, a Form 25 (Travel Reimbursement Request) must be completed in order to receive reimbursement. Please remember to save original receipts as they will be needed for reimbursement of travel related expenses. Please note that in most cases a subsistence allowance is paid in lieu of actual meal expenses.
There are many specific travel regulations and limitations for international travel which can be viewed at the following site for Foreign Travel. If you are in need of a Travel Advance - See your Business Manager.
Travel for prospective employees visiting campus to interview for a position may be reimbursed for some of the trip's associated expenses. Prior approval to reimburse these expenses is obtained by processing a Form 17C. This form is handled by staff at Purdue. Please remember to save original receipts as they will be needed for reimbursement of travel related expenses. Please note that in most cases a subsistence allowance is paid in lieu of actual meal expenses.
Graduate student expenses can be prepared annually if the department is capable of estimating how many graduate student campus visits they will sponsor in the next
year.
Per Diem Rates
Vehicle Rates and Processes for University, Rental and Private Vehicles
Travel Tips & Travel Pocket Guides -- Domestic Travel / Foreign Travel
Business Office Expectations for Travel