Travel

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A. Request to travel (form 17 - located on w:drive/forms - see Appendix Q)

1. In-State travel - no Form 17 is required.
2. Out of state domestic travel - Form 17 required - should be filled out at least 2 weeks prior to trip being taken to obtain appropriate approvals.
3. Foreign travel - Form 17 required - should be filled out at least 2 weeks prior to trip being taken to obtain appropriate approvals - PLEASE NOTE THAT FOREIGN TRAVEL REQUIRES DEAN APPROVAL AND TAKES ADDITIONAL TIME FOR PROCESSING
   1. Other approvals may also be necessary depending on funding source.
   2. Note that for foreign travel on sponsored program funds must have been listed in the original budget or prior approval obtained.
4. Supervisor, PI and traveler signature required on the Form 17 - business office will obtain all other necessary approvals.
5. Subsistence rates for domestic travel may be found at the following web site: http://www.purdue.edu/travel/Subsistence/
   subsist2.htm#Domestic
6. Subsistence rates for foreign travel may be found at the following web site: http://www.state.gov/m/a/als/prdm/
7. Partial day travel subsistence rates will be prorated at 75% of allowable rate.
8. Same day subsistence applies if in travel/work status for more than 8 hours.
9. Please see travel web site for more information: http://www.purdue.edu/travel/
   Subsistence/subsist2.htm

B. Combining Personal and Business Travel

1. No pre-payment of airfare will be done if personal travel is included.
2. Airfare comparison MUST BE DONE PRIOR TO TRAVEL DATES.
   1. Please include with form 17 for approval.PLEASE SEE THE BUSINESS OFFICE WITH ANY QUESTIONS

C. Pre-payment of Expenses

1. Registration and airfare can be pre-paid by the business office only after the Form 17 travel request has been completely approved - all other expenses are the traveler's responsibility and can be reimbursed (see below).

PLEASE NOTE - DO NOT RESERVE AIRFARE UNTIL YOU HAVE BEEN NOTIFIED BY THE BUSINESS OFFICE THAT THE FORM 17 HAS BEEN APPROVED

D. Advances

1. Please see the business office at least 2 weeks prior to travel for PRF travel advance options - certain restrictions apply.

E. Airfare Restrictions

1. Please see the business office for restrictions regarding the use of non US Flag Carriers - additional information also available at the following web site: http://www.purdue.edu/travel/Transportation/
   Air_Travel/airfaretravel.htm#usflag
   1. As a general rule, all federal sponsors require US Flag carriers.

F. Driving vs. flying

1. The mileage reimbursement cannot exceed the best available airfare prior to travel - please see the business office regarding other restrictions.

G. Vehicles

1. University vehicles may be rented from transportation services - rates available at the following web site: http://www.adpc.purdue.edu/PhysFac/transport/
   1. Transportation Services Form 1 must be signed by the business office - see Appendix R (also available on the w:drive/forms).
   2. One way rentals to the Indianapolis airport are available from transportation services - a form 1 is required for this also.
2. Rental cars from outside agencies
   1. The university self insures; therefore all of the additional insurance options should be declined - reference web site: http://www.purdue.edu/travel/Transportation/
      Car/rentalcar.htm#insurance for additional information.
3. Personal vehicles may be used for university travel - please see business office for rate information.

H. Travel Reimbursement (Form 25 - located on w:drive/forms - Appendix S)

1. All original receipts excluding subsistence, taxis and tolls are required for reimbursement and should be attached to the Form 25 and submitted to the business office.
   1. If a receipt is lost, a missing receipt form may be completed (see Appendix T - located on the w:drive/forms).
2. Please include specific dates, cities and times of travel as well as a detailed explanation if applicable.
3. Traveler's original signature MUST be on the Form 25 - electronic signatures are not acceptable.
4. PI in charge of funds being traveled on should sign the Form 25 approving the expenses on the funds being used.