TRAVEL

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WELCOME

TRAVEL TRAINING
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Objective

• Present Overview of the University Travel
  Regulations
• Explain Changes Updates
• Answer Your Questions

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Our Goal
To provide you with knowledge of travel policies
at Purdue
Resulting in happy customers!
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Each employee is unique and requires fair
treatment.

The Business Office serves as our liaison on
campus.
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References
Travel Websitehttp//www.purdue.edu/Travel/
Forms, Pocket Guides, and Training
Materialhttp//www.purdue.edu/travel/Publications
/Welcome.html
CONUS Per Diem Rateshttp//www.gsa.gov/Portal/gs
a/ep/contentView.do?contentId17943contentTypeGS
A_BASIC
Hawaii, Alaska Per Diem Rateshttp//perdiem.hqda
.pentagon.mil/perdiem/perdiemrates.html
O-CONUS Hawaii, Alaska Per Diem
Rateshttp//aoprals.state.gov/web920/per_diem.as
p
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Contact Information
Travel Questions purduetravel_at_purdue.edu Bonnie
Bandy....47354 bonnie_at_purdue.edu Jud
y Johnson..49037 judy_at_purdue.edu Ti
na Hammond..62302 thammond_at_purdue.edu
Linda Ford.41699 llford_at_purdue.e
du
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TYPES OF TRAVEL
Domestic Travel Foreign Travel
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DOMESTIC TRAVEL

• Travel within and between
• United States (50 States)
• U.S. possessions and territories
• American Samoa
• Guam
• Northern Mariana Islands
• Puerto Rico
• Swains Island
• U.S. Virgin Islands
• Canada
• Mexico (unless Federal Funding)

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DOMESTIC

• INCLUDES
• In-State Travel
• Blanket Travel
• Same Day Travel
• Out-Of-State Travel

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IN-STATE TRAVEL

• All travel
• within the
• State of Indiana

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BLANKET TRAVEL

• Frequent travel to contiguous counties in states
  surrounding Indiana.
• Most common is Statewide Technology and
  Cooperative Extension Service
• Other special circumstances
• (Greater than 12 trips a year outside the State
  of Indiana to the same location for the same
  reason)

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Check the Blanket Travel box on the Form 25
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What is Same Day Travel?When the traveler
returns to the official station or home without
purchasing lodging
SAME DAY TRAVEL
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OUT OF STATE

• ALL DOMESTIC TRAVEL
• United States
• U.S. Possessions territories
• Canada
• Mexico (Unless Federal Funding)
• EXCEPT
• IN-STATE
• BLANKET TRAVEL
• SAME DAY (Generally)

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FOREIGN

• Travel outside
• United States (50 States)
• U.S. possessions and territories
• Canada
• Mexico (Unless Federal Funding)

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APPROVAL PROCESS

• PRIMARY REGULATION
• ALL
• UNIVERSITY BUSINESS TRAVEL
• MUST
• BE PRE-APPROVED

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APPROVAL PROCESS
Approvals must be obtained prior to travel for
all types of travel.

• The Approval Process
• Communicates the need to travel
• Presents an estimate of expenses
• Gains approval signatures

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IN-STATE BLANKET

• Authorization of In-State and Blanket travel is
  delegated to the Department Heads.
• Each department must develop their own travel
  approval procedures for in-state and blanket
  travel.

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FORM 17 APPROVAL PROCESS DOMESTIC TRAVEL (Other
than In-State or Blanket)
All Funds
Source of Funds/Fiscal Approval
Signature Delegated to Business Office Based on
approval level of Comptroller authorization Verify
allowability, reasonableness, fund availability,
and university policy
Programmatic Approval Signature May be Delegated
to Department Head Confirm the trip is
appropriate and within the mission of the
department
Department for Completion
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FORM 17 APPROVAL PROCESS FOREIGN TRAVEL
Non-Sponsored Program Funds including NIH, NSF,
and Voluntary Support administered by SPS
Sponsored Program Funds (Other than NIH, NSF,
and Voluntary Support)
Funding Split between SPS and other funding
Fiscal Approval based on level of Comptroller
authorization
SPS (Source of Funds)
Fiscal Approval based on level of Comptroller
authorization
SPS (Source of Funds)
Programmatic Approval Vice President, Dean or
Designee
Programmatic Approval Vice President, Dean or
Designee
Programmatic Approval Vice President, Dean or
Designee
Department for Completion
Department for Completion
Department for Completion
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ROLE OF BUSINESS OFFICE

• Documents are complete
• Dont Assume Check before Signing
• All approval signatures are obtained
• Funds are available to support trip
• Federal Funds??
• Proper Use of U.S. Carrier/Code Share

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ROLE OFBUSINESS OFFICE

• Appropriate use of OnePurdue G/L account numbers
• Travel allowable and allocable
• Proper application of policy
• Sponsored program review (other than NIH, NSF,
  or Voluntary Support

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SUBSISTENCE
Subsistence / Per Diem / M IE (Meals
Incidental Expenses) A fixed amount of daily
reimbursement given for meals and incidental
expenses when traveling away from home on
business.
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SUBSISTENCE

• Paid each day at the Federal per diem rate for
  both domestic and foreign travel (CONUS OR
  OCONUS)
• Based on location of lodging

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SUBSISTENCE
Domestic Foreign Overnight Travel

• FULL DAY
• 100 OF Full Day M IE Rate
• Leave before 8 AM return after 5 PM
• PARTIAL DAY
• 75 of Full Day M IE Rate
• Leave after 8 AM return before 5 PM

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IS INTENDED TO PAY FOR

• Meals
• Tips (meals, bellhops, etc)
• Telephone Calls
• (other than business)
• Laundry, Dry Cleaning, or Pressing Clothes
• (Travel less than 4 days)

• Appliances in Room
• Television
• Games or Movies
• Locksmith
• Late Check-Out Fees
• Travel Insurance

Reimbursable Miscellaneous Expenses not included
in M IE http//www.purdue.edu/travel/Transport
ation/trip.htm
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Miscellaneous Expenses(Must be Required for
Business Trip)

• Baggage charges
• Excess baggage when carrying equipment
• Necessary charges for storage
• Charges for checking baggage
• Charges or tips at transportation terminals for
  handling property of Purdue University
• Services of guides, interpreters, or drivers
• Fees for conference/meeting rooms and equipment
• Clerical Services (typists, data processors, or
  stenographers)

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Miscellaneous Expenses(Must be Required for
Business Trip)

• Use of computers, printers, fax machines, and
  scanners
• Official telephone calls and/or phone service
• Laundry, cleaning, and pressing of clothing
• To qualify, the traveler must at least 4 nights
  on official business
• Lodging fees/taxes, energy surcharges when fees
  are not optional
• Safe in room or daily telephone fees
• Emergency purchases of materials or services
• Film, batteries, copies, etc

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MEAL DEDUCTIONS
Meals Provided
Breakfast Deduct 25 of Full M IE Rate
Lunch Deduct 25 of Full M IE Rate

• Dinner Deduct 50 of Full M IE Rate

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SAME DAY TRAVEL
SUBSISTENCE RATES
NO OVERNIGHT STAY!
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SAME DAY TRAVEL

• For Same Day Travel
• To qualify for subsistence for same day travel,
  employees must be in travel status (not combined
  work and travel) away from their official
  station/tax home twelve (12) hours or more
  without purchasing lodging.

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SAME DAY TRAVEL

• Official Station/Tax Home
• The travelers regular place of business, post of
  duty or official work station.
• It includes the entire city or general area in
  which the business or work is located.

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SAME DAY/ SUBSISTENCE
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SUBSISTENCE
DOMESTIC OVERNIGHT TRAVEL

• Reimbursed at the Federal CONUS Rate
  (Continental United States) based on location of
  lodging.

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Click on Subsistence Tab to find Domestic Per
Diem Rates
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CLICK TO FIND APPROPRIATE RATE
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The Federal Fiscal Year is 10/1 9/30
Be sure to Click the Down Arrow To
find Appropriate Year
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What is the CONUS rate for Los Angeles,
California?
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Be sure correct year is selected
CLICK INSIDE STATE
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THE M IE RATE FOR LOS ANGELES IS 64 FOR
TRAVEL ON OR AFTER 10/1/08
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Im trying to find the per diem rate For Laguna
Beach, CA. It isnt listed under Primary
Destination. Now what do I do?!?
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Be sure correct year is selected
CLICK INSIDE STATE
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CITY NOT LISTED UNDER PRIMARY DESTINATION?
CLICK HERE National Assn of Counties
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SCROLL DOWN TO ALL CITIES IN A STATE CLICK ON
DROP DOWN BOX SELECT STATE
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CLICK ON LETTER
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LAGUNA BEACH IS IN ORANGE COUNTY
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Be sure correct year is selected
CLICK INSIDE STATE
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FIND COUNTY
THE ORANGE COUNTY PER DIEM RATE 64
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What if neither the City nor County are
listed?!?!
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Be sure correct year is selected
CLICK INSIDE STATE
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NOTE 2007-08 Rates Effective for Travel
39.00 PER DAY
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Updated Per Diem Websites
Alaska Hawaii per diem rates
http//www.purdue.edu/travel/Subsistence/subsist2.
htmAlaskahawaii
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Click on Subsistence Tab Click on the Alaska,
Hawaii, US Possessions Link Then 1 Department
of Defense Per Diem
IMPORTANT!!!!! BE SURE TO READ INSTRUCTIONS BEFORE
CLICKING ON LINK
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OR
Alaska, Hawaii, US Territories Possessions (Non
Contiguous)
Use This Link
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Click on Per Diem Rates

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Click on Per Diem Rates.again

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2) Click drop-down arrow to specify Date of
Travel
1) Click drop-down arrow to specify
COUNTRY/STATE
3) Click EXECUTE
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To find total per diem rate Add Local Meals and
Local Incidental
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For Isle of Maui Add Local Meals
81 Local Incidental 20
Total Per Diem 101
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FOREIGN TRAVEL
SUBSISTENCE

• Reimbursed at the Federal OCONUS Rate
• (Outside Continental United States)
• http//aoprals.state.gov/web920/per_diem.asp

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SELECT LOCATION OF TRAVEL
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USE DROPDOWN TO SELECT LOCATION OF TRAVEL
LETS SELECT AUSTRALIA
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Click on GO
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SELECT CORRECT DATES OF TRAVEL
CLICK GO
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FIND CITY (POST) NAME AND M IE (PER DIEM) RATE
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IF THE CITY YOU NEED IS NOT LISTED USE RATE
FOR OTHER
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SUBSISTENCE
DOMESTIC FOREIGN

• Meals Incidental Expenses (M IE) are paid at
  business destination (hotel location) rate from
  time individual leaves station until return to
  station.
• Stops involving business on the way to or from
  business destination will be paid at appropriate
  rate.
• M I E rate at rest stop will be paid at rest
  stop rate if lodging is obtained - otherwise at
  destination rate

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FOREIGN TRAVEL

• REIMBURSABLE EXPENSES
• Visas, passports other travel documents
• Photographs for travel documents
• Inoculations (when required)
• Currency exchange fees

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Currency Exchange
FOREIGN TRAVEL

• The calculation for the exchange should be
  printed from web or written directly on the
  receipt.
• http//www.oanda.com/convert/classic

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Select date needed Some sites do not allow a date
to be entered.
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Be sure to print conversion w/note matching the
expense or write currency exchange and dollar
amount on the receipt.
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MILEAGE

• Travel in privately owned vehicles is reimbursed
  according to actual miles traveled.
• The amount paid for mileage is intended to
  compensate the traveler for gasoline, vehicle
  wear and tear, and insurance coverage on the
  personal vehicle.

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MILEAGE

• Mileage Rate for travel on or after January 1,
  2009
  55 cents per mile

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MILEAGE

• Mileage Rate for travel on or after July 1,
  2008
  58.5 cents per mile
• Mileage for travel from January 1, 2008 through
  June 30, 200850.5 cents per mile
• Mileage is limited to the DRIVE vs. FLY Rule
• On-campus mileage is not reimbursable.

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MILEAGE

• Mileage to commondestinations has beencomputed
  by theTravel Office andcan be found at
• http//www.purdue.edu/travel/Transportation/Car/m
  ilechrt.htm

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DRIVE VS FLY

• LIMITED TO
• ONE DAY TO DESTINATION
• ONE DAY RETURNING
• (No more travel days than flying)

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DRIVE VS FLY

• The mileage reimbursement cannot exceed the
  best available airfare prior to travel.
• Expense must be the lesser of the actual
  mileage expense or total of
• Best available airfare (prior to travel)
• Cost comparison must be provided
• Roundtrip mileage to airport
• Airport Parking (Days of Business)
• Shuttle expense to/from airport to business
  location (Not Rental Car)

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MILEAGE

• When two or more staff travel together in a
  personal vehicle, the mileage reimbursement
  amount may not exceed the Drive VS Fly rule and
  may only be reimbursed to the driver of the
  personal vehicle. 
• Each traveler is entitled to the allowable
  subsistence and lodging per policy.

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MILEAGE

• TO AND FROM
• DINING
• SIGHTSEEING
• SHOPPING
• VISIT FAMILY FRIENDS
• IS NOT REIMBURSABLE

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RECEIPTS

• Receipts (documentary evidence) are not required
  if expense, other than lodging, is less than 75.
• Receipts are ALWAYS required for lodging.

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RECEIPTS

• Incidental expenses may be totaled in
  reasonable categories, i.e., parking, without
  receipts as long as the total is under 75.

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RENTAL VEHICLES

• Original itemized receipt must accompany the Form
  25, Request for Reimbursement (unless under 75)
• Parking and gasoline charges for rental vehicles
  are reimbursable

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RENTAL VEHICLES

• If the traveler opts for a weekly rate (5 or 7
  day) because the total cost is less than expense
  at the daily rate for the business days, the
  weekly rate amount will be reimbursed, unless the
  traveler extends the stay for personal reasons.
• If the traveler extends the stay for personal
  reasons, the weekly rate will be pro-rated and
  only the amount directly related to University
  business will be reimbursed.

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• Traveler has a 4-day business event
• Vehicle rental cost is 35/day or 125/5-day week
• 1) If the traveler opts for the weekly rate
• Allowable reimbursement is
• 125 - If trip is not extended for personal
  business
• 2) If traveler opts for daily rental
• Allowable reimbursement is
• 35 X 4 business days 140
• The weekly rental option provides a 15 savings
  and is encouraged.

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• Traveler has a 4-day business event
• Vehicle rental cost is 35/day or 125/5-day week
• If the traveler opts for the weekly rate and
  extends travel for personal business keeping the
  rental vehicle for the additional day.
• Allowable reimbursement is
• 125 weekly rate/5 rental days
• 25/day times 4 days 100
• 25 of the cost is the traveler's personal expense

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DOMESTIC RENTALSINSURANCE IS NOT REIMBURSABLE
RENTAL VEHICLES

• COLLISION (CDW)
• PERSONAL ACCIDENT INSURANCE (PAI)
• LIABILITY (LIS)
• PERSONAL EFFECTS COVERAGE (PEC)

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FOREIGN RENTALS
RENTAL VEHICLES

• Check Memos on Risk Management website
• http//www.purdue.edu/risk_mgmt/Memos/Welcome.html

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RENTAL VEHICLES

• What Size Of Vehicle is Allowable?
• Is the additional expense advantageous to the
  mission of the university or simply an extra perk
  (bonus) for the traveler?
•  

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RENTAL VEHICLES

• QUESTION
• Does a traveler need a higher priced
  convertible rental when an intermediate car will
  accomplish the mission of the trip?
• ANSWER
• No, unless business need is documented
• Example The traveler is driving someone that
  represents the university in a parade, such as
  Rose Bowl.

90
RENTAL VEHICLES

• QUESTION
• Does a traveler need a SUV or 4-WD to travel
  when the weather is nice or travel is on normal
  roadways?
• ANSWER
• No, unless its in an area with inclement
  weather (example mountain roads covered with
  snow) or if business takes the traveler into
  areas that a 4-wheel drive vehicle or picks up
  several passengers.

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AIR TRAVEL

• Reimbursed at economy/coach fare
• Must use a U.S. Carrier(if trip supported by
  Federal funding)

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AIR TRAVEL

• Airfare Receipt should include
• Name of Traveler
• Name/Designator Code of Air Carrier
• Dates of Travel
• Destination(s) or leg(s) of trip
• Fare/Class of ticket
• Total cost of ticket

Passenger Coupon, Itinerary, E-ticket Receipt or
Confirmation With Required Information may be
used as payment documentation (unless under 75)
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AIR TRAVEL
Airfare Receipts
If an internet booking tool, such as Expedia, is
used, be sure the confirmation of payment, not
the quote is attached to the Form 25. Boarding
Passes and Credit Card Receipts may only be used
as back-up documentation to verify required
information.
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AIR TRAVEL
If traveler upgrades, to business or first class,
documentation should be provided to show no
additional cost incurred.
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Why must I travel using US Flag Air Carrier when
using federal funds?This is a federal
regulation NOT a Purdue policy. It applies to
both domestic and foreign air travel.49 USC
40118 (commonly known as the Fly America Act),
to use U.S. flag air carrier service for all
travel funded by federal funds.
AIR TRAVEL
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What is U.S. Flag Air Carrier Service?When the
ticket identifies the U.S. flag carriers
designator code and flight number.American
Airlines AAUnited Airline UA
AIR TRAVEL
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CODE SHAREU.S. Flag Air Carrier service also
includes service provided under a code
share/partnership agreement with a foreign air
carrier in accordance with Title 14, Code of
Federal Regulations.
AIR TRAVEL
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AIR TRAVEL
What is a CODE SHARE Flight? Each
carrier can lease space on the aircraft owned by
the other carrier (domestic foreign). The
traveler is considered to be on a Code Share
flight if a ticket is purchased from one carrier
but traveler flies on the aircraft of another
carrier.
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AIR TRAVEL

• What should the ticket show to qualify as a
  US Carrier when using Federal Funds and
  purchasing a code share ticket?
• Allowable when paying with federal funds
• UA 1002 (Operated by LH 1224)
• Not Allowable when paying with federal funds
• LH 224 (Operated by UA 1002)
• DESIGNATOR CODES UA United Airlines
• LH Lufthansa
  (non US Carrier)

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Must the traveler provide any special
certification or document if a foreign air
carrier is properly used when the trip is paid by
federal funds?The traveler must provide a
signed statement including a) Name of
Traveler b) Dates Traveled c) Detailed
itinerary of travel including air carrier,
flight number for each leg of trip d) Statement
explaining which exception applies and
comparison/quote if needed.
AIR TRAVEL
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May I travel on foreign air carrier if cost of
ticket is less or its more convenient or
preferred by traveler?NoPRF or non-federal
funds may be used to reimburse the traveler for
the airfare.
AIR TRAVEL
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AIR TRAVEL

• For list of approved exceptions that qualify
  as proper use a non-US flag carrier when trip is
  funded by federal funds.
• Visit http//www.purdue.edu/travel/Transportat
  ion/Air_Travel/airfaretravel.htmusflag

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AIR TRAVEL
Discount Air Travel Arrangements That Require
Additional Night(s) Lodging and/or Subsistence
Are Reimbursable with Cost Justification
The Cost Justification must include all expenses
incurred due to additional stay and be included
with Form 25.
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VACATED SEATS

• A traveler may retain compensation for personal
  use when they voluntarily vacate a seat on a
  scheduled business flight if
• 1) Voluntarily vacating the seat will not
  interfere with performing official duties
• 2) Annual vacation leave is charged when
  volunteering to vacate seat delays travel during
  duty hours
• Additional travel expenses, incurred as a
  result of vacating seat are not reimbursable.

105
AIR TRAVEL

• Faculty and staff traveling on University
  business may charge the cost of airfare expenses
  to the department purchasing card as long as Form
  17 is complete.
• The use of the purchasing card for pre-payment
  of travel expenses is limited to airfare and
  registration fees.
• This is important information for new
  travelers.

106
AIR TRAVEL

• The purchasing card may only
• be used for official University business.
• It should Not be used for combination business
  and personal airfare.

107
BUS / TRAIN

• Travel by bus or train is a reimbursable
  expense provided acceptable receipts (if 75 or
  greater) are provided.
• University travelers must use coach-class
  accommodations.

108
TRAIN

• Coach-class is defined as
• The basic class of accommodations offered by a
  rail carrier to passengers that includes a level
  of service available to all passengers regardless
  of fare paid.
• Coach-class may include slumber coach
  accommodations when overnight train travel is
  involved.
• Complimentary meals included in the fare must
  be deducted from per diem.

109
TAXI

• Reimbursement is limited to travel between
  official business station and
• Transportation terminal
• Location of University Business
• To research site
• To transport prospective or current donors
• NOTE The starting and ending locations of
  each taxi trip must be indicated on the Form 25.

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LODGING

• Lodging expense is reimbursable with an
  original receipt from a commercial lodging
  establishment

111
LODGING

• The receipt must show dates of occupancy and
  the name and address of the place of lodging.

This is necessary to determine per diem rate as
well as other incidental charges that may not be
reimbursable.
112
LODGING

• The lodging receipt should be itemized
• Single/Standard room rate or a notation signed
  by hotel clerk if non-employee stayed in room
  with traveler

113
LODGING

• Faculty/staff members may be reimbursed when
  paying for expenses on behalf of other employees,
  if
• Both employees are conducting official business
  for the University,

114
LODGING

• The accounts are distributed on the reimbursement
  claim, Form 25, (in the case of multiple
  accounts)
• Claim forms are submitted together and
  cross-referenced with an explanation of which
  traveler incurred the expense.

115
LODGING

• Late checkout fees are not reimbursable
• Most lodging establishments have facilities to
  store luggage
• If there is a fee for storing luggage it is a
  reimbursable expense

116
REGISTRATIONS

• Registrations fees may be prepaid by invoice
  voucher or P-card
• Proper approvals must be obtained prior to
  payment
• Prepayments should be noted in box 15 of Form 17
  (if required)
• Meals, tours, and other costs in addition to the
  registration fee must be paid by the traveler

117
MEMBERSHIP DUES ARE NOT REIMBURSABLE
REGISTRATIONS
118
BUSINESS TRAVELWITH PERSONAL TIME

119
BUSINESS/PERSONALAIR TRAVEL

• Reimbursement is not allowable for personal
  destinations included in airfare.
• If traveler includes personal destinations
  with business travel
• The dept P-card cannot be used to prepay and
• A comparison/quote for airfare to business
  destination for the days of business must be
  obtained prior to the trip.

120
BUSINESS/PERSONALCAR RENTAL

• Only the amount directly related to university
  business can be reimbursed if the traveler keeps
  the vehicle for personal days.
• The reimbursement must be pro-rated for
  personal days.

121
BUSINESS/PERSONALLODGING

If the room is shared with family or friends, it
is the traveler's responsibility to ask the hotel
to indicate the single room rate on the receipt
at the time of check-out. Any additional days
stayed while on personal business is not
reimbursable.
122
BUSINESS/PERSONALSUBSISTENCE

• Subsistence will not be reimbursed for any
  days in which an employee is in vacation status

123
BUSINESS/PERSONALPARKING

• Parking expenses at airport and hotels must be
  reduced for any personal days

124
COST COMPARISON/ QUOTES

• Comparisons are acceptable if
• Obtained prior to travel
• Show the lowest available commercial coach
  airfare for one individual traveling to and from
  the business destination for the days of business!

125
COST COMPARISON QUOTES
ARE REQUIRED WHEN

• Under Drive VS Fly Rule
• Leaving from location other than official
  station
• Discounted fare due to overnight stay (generally
  Saturday night)

126
COST COMPARISON QUOTES

• Combining personal and business destinations
• When using private, leased or chartered air
• When using a train instead of air travel to go
  from one place to another in a foreign country

127
COST COMPARISON QUOTES
WHAT IS ACCEPTABLE DOCUMENTATION?

• Printout from an online vendor, such as, Expedia
  or Orbitz.com
• Acceptable comparison printouts should be the
  first page of search results
• A comparison is for all available flights and
  airlines.
• A written statement from a travel agency

128
COST COMPARISON/ QUOTES

• To qualify as 'prior', the comparison should be
  obtained before the purchase of airfare.
• Best Option Get comparison at same time
  tickets are purchased
• One Way tickets purchased separately to travel on
  personal business may not be used as a comparison

129
COST COMPARISON/ QUOTES
This would be the lowest available
130
COST COMPARISON/ QUOTES
This would be the lowest available
131
THIS IS THE LOWEST AVAILABLE
132
NO QUOTE?
Travel will be reimbursed as follows In the
event a traveler has not provided a required
comparison/quote prior to the trip, the
comparison will be obtained by the Central Travel
Office staff rather than the traveler or business
office providing one. Any remaining cost is the
traveler's responsibility.
133
STATE RATES

• SPS Grants may require the use of state travel
  reimbursement rates for Domestic or Foreign travel

134
Domestic TravelFunded by State of Indiana / SPS
Grants
STATE RATES

• OUT-OF-STATE
• 32.00 Per Day

• IN-STATE
• 26.00 Per Day

135
STATE RATES

• SUBSISTENCE RATES
• FOREIGN OVERNIGHT
• SPS Grants Requiring Use of State Rates
• 90 - Japan
• 85 - Korea and Taiwan
• 65 - China, France, Great Britain, Germany,
  Netherlands, and Singapore
• 50 - For all other countries

136
MILEAGE For Travel On or After July 1, 2008
STATE RATES
No change for 2009
All Mileage .44 PER MILE
137
MILEAGE For Travel Between October 1, 2005 and
June 30, 2008
STATE RATES
All Mileage .40 PER MILE
138
FORM 17 VARIANCES

• If the travel is Domestic or Foreign and one of
  the following situations occur, a justification
  must be added to the Form 25 and a person with
  Type 1 Comptroller Signature Authority must
  approve the justification by signing the Form 25.

139
VARIANCE

• Required When
• Significant change in business location
  (different cities, states or countries)
• There is a change in business travel dates
• Subsistence is requested for more than two days
  over number of business days approved
• Dollar amount is more than approximately 20
  different than estimate
• Change in account number

140
TRIPCANCELLATION

• Dept head may cancel trip
• Emergencies occur, such as
• Illness of traveler
• Illness of immediate family member
• All other reasons must be approved in writing
  by individual who approved Form 17.

141
TRIPCANCELLATION

• If the University prepaid the airfare, a
  ticket can only be exchanged for a trip based
  solely on business.
• Personal destination may NOT be included.

142
NO EXPENSEFORM 17

• A Form 17 is required even if there is no expense
  to university
• Designate No Cost to University on Form 17.
  Keep on file in the business office.

143
Form 25Travel Reimbursement RequestAn employee
is reimbursed after adequately accounting for
travel expenses by giving a statement of expense
showing dates and destinations of business travel
along with documentary evidence (such as
receipts), mileage, and other expenses related to
business travel.
REIMBURSEMENT
144
All reimbursements for university business travel
should be requested within a reasonable period of
time.Reasonable Period of Time for university
business travel is 120 days from the end of the
business trip.
REIMBURSEMENT
145
FORM 25ROUTING

• Traveler or department prepares the Form 25
• Traveler must sign document
• Business office audits the Form 25 for
  compliance with university travel policies
• All accompanying documents are attached

146
FORM 25ROUTING

• Department head or person with Dept. Head
  signature authority must sign the form to approve
  the funding
• Be sure correct before signing
• If the same person is signing both lines,
  initials are acceptable on the comptroller line.

147
Common Errors on Form 25

• Wrong PUID
• Incorrect Name (Middle names, Nicknames)
• No Cost Comparison
• Rental Vehicle
• Insurance
• Airfare
• Documentation
• First/Business Class
• U.S. Air Carrier
• Code Share

148
Common Errors on Form 25

• Form 17 approvals prior to any travel and
  prepayments
• Drive Vs Fly Rules
• Late Checkout Fees Is it really needed?
• Mileage reimbursement when staff travel together

149
G/L Account Codes
535110 IN-STATE TRAVEL 535120 OUT-OF-STATE
TRAVEL 535195 SAME DAY TRAVEL 535130 FOREIGN
TRAVEL 535170 DOMESTIC AIRFARE 535175 FOREIGN
AIRFARE 533600 DOMESTIC REGISTRATION 533605 FOREIG
N REGISTRATION
150
REIMBURSEMENT

• Reimbursement is Sent Directly to the Employee
• Via
• Direct Deposit or Check

151
REMITTANCEADVICE

• The remittance advice (Check Stub) will be
  emailed to those with direct deposit as long as
  their email address is in the OnePurdue system.
• Otherwise, it will be with check.

152

• ATTACH AN EXPLANATION OF ANY OUT OF ORDINARY
  SITUATIONS

153
Helpful Hints to Avoid Delays

• Review before signing Dont Assume
• Become familiar with the travel website
• Join the travel mailing list
• Same general rules apply for both domestic and
  foreign travel
• Dont wait on the Central Travel Office to find a
  problem call or email us if youre in doubt
  about an issue
• Educate your travelers!!!

154
THE TRAVEL AUDITORS WILL AUDIT FORBUSINESS
OFFICE SIGNATURE
155
Approximately 33,000 travel reimbursement
documents are processed per year.
156

• What is Egencia Corporate Travel (ECT)?
• Web based booking tool for business travel Same
  look feel of dot-com products
• Purdue-ized website
• Robust online tool to book air, hotel, and car
  rental, as well as 24/7 domestic and
  international toll-free agent services
• Purdue policies in background
• Contractural Agreements Utilized, i.e., National
  Car Rental
• Hierarchical user roles with specific
  capabilities, i.e. Traveler, Travel Arranger, and
  Travel Manager

157
Certified Travel Arranger

• What is a Certified Travel Arranger (CTA)?
• University travel guideline specialist whos
  successfully completed travel guideline online
  training and assessment course via WebCT Vista
• Support staff identified by Department Head
  and/or Business Manager who arrange business
  travel on behalf of faculty/staff

158
Certified Travel Arranger

• Travel Arranger may be empowered with named
  travel card and enabled in ECT to book travel for
  specified faculty/staff once travel fully
  approved
• Traveler may have more than one CTA backup
  coverage for traveler is important

159
Features Benefits ECT/CTA

• Redesigns business processes to put the CTA
  closer to the traveler for better support and to
  provide streamlined travel arrangements and
  reimbursements
• System supports integration of relevant travel
  policies, contracted pricing, and notifications
  to users

160
Features Benefits ECT/CTA

• Travel policy compliance features
• Incentives to utilize ECT and CTA (prepaid
  lodging)
• System provides central management reports
• Program also provides traditional services at
  competitive rates NOT a discount tool

161
ECT Travel Policy Changes

• Creation of Certified Travel Arranger (CTA) role
• Hotel booking in Expedia Corporate Travel (ECT)
  allowable on department card
• Required hotel deposits allowable on CTA P-card,
  contingent upon requirements
• Process to manage changes and cancellations
• No personal travel involved in trip
• ECT for business travel only, no personal or
  mixed business/personal travel allowed

162

• Next Steps for Department
• Identify department project coordinator
• Complete checklist
• Certify Travel Arrangers
• Set date for training session for
  faculty/staff/business office/CTAs

163
OPEN DOOR POLICY
SEND A FAX
DROP BY
E-MAIL
CAMPUS MAIL
CALL
164
THANK YOU

• Questions