Links to Travel Center Forms – Please note that the Travel Center prefers to complete these forms. There are here only for your review.
What is a Preliminary Form 17?
A Preliminary Form 17 is a request for the Travel Center to prepare your Form 17. This Preliminary Form 17 should include all of the necessary information for the Travel Center to complete the required form 17. The preliminary Form 17 can now be completed electronically. Please see Begin the Travel Process under Quick Links on the Travel Center webpage.
What is a Form 17?
A Form 17 is a Request to Travel On University Business. It is required anytime a registration fee needs to be paid and/or travel is outside the blanket travel area.
What is Blanket Travel?
If you are traveling within the State of Indiana or to Cook, DuPage, Kankakee ,Lake or Will Counties of Illinois, a Form 17 is NOT required – as long as there are no registration fees associated with your travel. Blanket Travel includes expenses such as mileage, tolls, subsistence, and lodging.
Who is required to sign my Form 17?
The traveler, department head, and business office are required to sign the Form 17. Some departments may also require the following:
- Signature of the Dean of department.
- Signature of Assistant Vice Chancellor.
- Signature of Vice Chancellor.
Who is required to sign my Form 17 for Foreign Travel?
The traveler, department head,and business office are required to sign the Form 17. Some departments may also require the signature of the department Dean.
*Please note: When an individual is traveling internationally and the trip is funded by a sponsored program, additional approval from Sponsored Programs in West Lafayette is required for all travel forms.
The Sponsored Programs office at Calumet will have final review for our campus and will then forward to Sponsored Programs in West Lafayette. All necessary signatures will be obtained from the Calumet campus prior to forwarding to West Lafayette. Additional time should be allowed due to this approval process.
Where should I send my Form 17 after it is fully approved?
Please send the signed Form 17, along with any supporting back up ,to the Travel Center so that we may begin making your travel arrangements.
What is a form 25?
A Form 25 is used to reimburse the traveler for expenses incurred while traveling. Receipts may be mailed to the Travel Center. When received, we will then prepare the Form 25.
Who is required to sign my Form 25?
If the Travel Center has prepared the Form 25, a routing slip will be attached to the form 25 showing the required signatures. The required signatures for the Form 25 are the traveler, department head funding the travel, and Research and Graduate Studies office (if it was on a grant).
*Please note: When an individual is traveling internationally and the trip is funded by a sponsored program, additional approval from Sponsored Programs in West Lafayette is required for all travel forms.
The Sponsored Programs office at Calumet will have final review for our campus and will then forward to Sponsored Programs in West Lafayette. All necessary signatures will be obtained from the Calumet campus prior to forwarding to West Lafayette. Additional time should be allowed due to this approval process.
What is a Form 1?
A Form 1 is used to request a rental vehicle for University business. Either the Travel Center or the department can prepare the Form 1. Once the Travel Center receives the approved Form 1, the rental car will be reserved. An email is then sent to the traveler confirming that the vehicle has been ordered. Rental vehicle pick-up is located at the University Police Department. The traveler must provide a valid driver’s license to the University Police Department when picking up the rental vehicle.
Who is required to sign my Form 1?
Your department head and business office needs to approve the Form 1.
Can a student drive a rental car?
Yes, as long as the student is employed on campus. If the student is not employeed on campus, a RM01 form is required and will need to be approved by Risk Management in West Lafayette. Risk Managemetn WL requires a two week notice to approve an RM01 form.
