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Information Required for Reimbursement

Travelers must present an adequate accounting for all expenses incurred when requesting reimbursement of travel expenses.

Travelers must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. The traveler must show this same information for points where business is conducted or for a stopover or official rest stop location when the arrival or departure affects the per diem allowance or other travel expenses.

An employee adequately accounts for travel expenses by giving a statement of expense ( Form 25, Travel Reimbursement Request) showing dates and destinations of business travel along with documentary evidence (such as receipts), mileage and other expenses related to business travel.

All documentation should be in place prior to sending Form 25 to the Travel Office. See Role of the Business Office for responsibilities.

All reimbursements for university business travel are to be requested within 120 days from the end of the business trip. Any Form 25s submitted after the 120 days will require a statement from the traveler as to why the reimbursement request was delayed.