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Prepaid Expenses

Prepaid fees for travel are generally limited to airfare and registration costs for University business only. In addition, lodging can be prepaid when booked via Purdue's preferred online booking tools: Purdue's Hotels.com & Egencia Corporate Travel.

Additional prepaid travel expenses are on an exception basis only.

  • An approved Form 17 (or in-state and/or blanket approval memo) must be on file before any expenses can be prepaid.
  • Prepaid expenses should never include any personal expenses. See Personal/Business travel for information on combining business and personal travel.
  • When the Form 25 is submitted for reimbursement, the business office will verify that the receipts for the prepaid items are attached or the document number is referenced (if prepaid by Direct Invoice Voucher) for final audit by the central travel office.

NOTE: If the traveler chooses not to have the expense(s) prepaid using the department p-card, payment of the expense is reimbursed when the traveler returns from the trip.