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Receipt Requirements

Airfare Receipts

Car Rental Receipts

Lodging Receipts

Exceptions - No Receipts Required

Registrations

Missing or Lost Receipts

Parking Receipts

Receipts for Items Purchased While In Travel Status

Prepaid Receipts

Packages Purchased Online - Air/Hotel

Receipts are required for all expenses submitted for reimbursement $75 or greater.  The receipt must indicate that payment was made in full or $0 balance.

  • Lodging receipts are always required regardless of amount and even if it is paid for with the Visa travel card.  Additional details on specific types of receipts are included on this page.

Receipt documentation will be considered adequate if it shows the vendor, amount, date, place and essential character of the expense.

Canceled checks (front/back) by itself does not prove payment without other evidence to show that it was for a business purpose.

 Expenses Under $75:

Documentary evidence, i.e. receipt, is not required if the following apply:

  • Expense, other than lodging, is less than $75.  Receipts are always required for lodging.
  • Incidental expenses may be totaled in reasonable categories without receipts as long as the total is under $75, e.g., parking, telephone calls/internet or taxi/shuttles.

 Airfare:

  1. Airfare receipts totaling $75 or more are adequate when the following items are included: 
    • Traveler's Name
    • Name of Air Carrier or Designator Code
    • Flight Number
    • Dates of Travel
    • Destination(s) or Legs of Trip
    • Fare/Class of Travel
    • Total Cost of Ticket
  2. Airfare booked in Concur Travel & Expense using the Visa travel card will have the itinerary and/or e-receipt attached to the expense report showing all information required in item A above.
    • In this case, the traveler does not need to scan and attach a receipt.
  3. Airfare booked outside Concur Travel & Expense using the Visa travel card may have an e-receipt attached with the card charge.  If it does not, a receipt with all the information required in item A above must be attached to the Concur expense report. 
  4. If a personal card is used to book airfare, the receipt with all the information required in item A above must be attached to the Concur expense report. 
    • If the traveler uses an internet booking tool, such as Egencia, Travelocity, Expedia, etc., be sure to provide the receipt (not the quote).
    • Some receipts printed from online booking tools do not provide all the information needed in item A above.  In this case, the traveler should also provide the itinerary for additional information.
      • Boarding passes, credit card receipts or statements may be used as "backup information" only.
  5. If the employee is traveling on a PRF Foreign Travel Grant, the required airfare receipt information, a copy of the letter awarding the grant and any reimbursed receipts must be attached to the expense report.
  6. Travel Insurance is to be paid from fixed meal/incidental allowance.  It is not a reimbursable expense.

Air/Lodging Packages

Leisure/vacation packages combining air and lodging should be avoided. The Internal Revenue Service requires that business expenses be itemized.  Generally online tools such as Expedia, Orbitz, Priceline, etc., give one aggregate total for both air and hotel.  Which means that personal days cannot be defined and reduced.  In addition, changes or cancellations are generally not allowable in the leisure online booking tools.

Lodging receipts:

An itemized receipt is always required for reimbursement of lodging expenses.  This information is necessary because some lodging charges, i.e., room service, movies, may not be allowable and must be marked as personal on the Concur expense report. 

  • If the Visa travel card is used, we do not require the receipt to show a $0 balance because the actual amount will come into the Available Card Charges pane on the traveler's My Concur page.
  • If a personal card is used, the receipt must show a $0 balance and how it was paid or documentation of payment amount from the credit card statement may be provided.  

The acceptable lodging receipt is an itemized receipt provided by a place that is in the business of providing lodging.  It should include the name and address of the establishment, dates of occupancy, daily room rate, daily taxes/surcharges, and detailed fees for items other than room and tax/surcharges.

Lodging booked in Concur Travel & Expense are always 'Reservation Only' bookings.  This means that the amount shown on the itinerary generated in Concur may not be the final amount paid by the traveler therefore it may not be used as the final receipt. 

The guideline for maximum cost of room is no more than double the federal lodging rate.  If the base room cost is greater, a comment must be included with the expense report explaining why the room was selected.  Concur Travel & Expense will show all hotel bookings that meet the guideline as 'green'.

Car Rental Receipts:

Car Rental fees $75 or greater may be reimbursed upon presentation of an itemized receipt.  This information is necessary because some car rental charges may not be allowable and must be marked as personal, i.e., insurance. 

Most car rental bookings are 'Reservation Only'.  This means that the amount shown on the itinerary generated may not be the final amount paid by the traveler therefore the itinerary may not be used as the final receipt.

  • If the Visa travel card is used, we do not require the receipt to show a $0 balance because the actual amount will come into the Available Card Charges on the traveler's My Concur page.
  • If a personal card is used, the receipt must show a $0 balance and how it was paid or documentation of payment amount from the credit card statement may be provided.  

The acceptable car rental receipt is an itemized receipt provided by a place that is in the business of renting vehicles. 

Registration Receipts:

Registration fees $75 or greater for attendance at professional meetings may be reimbursed upon presentation of a receipt with itemization if available.

If receipts are not provided by the conference/workshop, it is the traveler's responsibility to obtain an acceptable proof of the claim for reimbursement, i.e., proof of payment (credit card receipt) and a supporting document indicating the amount.  Most conferences have a website that travelers may visit for additional information.

  • If the Visa travel card is used, we do not require the receipt to show a $0 balance because the actual amount will come into the Available Card Charges pane on the traveler's My Concur page.
  • If a personal card is used, the receipt must show a $0 balance and how it was paid or documentation of payment amount from the credit card statement may be provided.  If the traveler chooses to pay the registration with a personal card, the reimbursement is made after the trip.

Travelers and delegates must be aware of any meals included in the registration fee and these meals must be reduced from the fixed meal allowance on the Concur expense report.

Payment of any optional conference activities, i.e., tours, are not reimbursable and must be marked as personal if the Visa travel card is used.

Parking receipts:

Parking charges $75 or greater are reimbursable and must meet the adequate evidence criteria. Parking expense must be reduced for personal days.

  • Personal Vehicle or Rental Vehicle:
    • Parking Garage
    • Parking at the hotel must be itemized on the Concur expense report.
  • University Vehicle:
    • When a University vehicle is used, the reimbursement for the parking or toll expenses is made on the Concur expense report.

Receipts for Miscellaneous Expenses:

Miscellaneous expenses $75 or greater are reimbursable with a receipt that meets the adequate evidence criteria

Expenses such as copying, presentation and research materials, books, CD/DVDs, publications, etc are acceptable expenses.  Comments that these items are property of Purdue University, were diredtly related to the purpose of travel and necessary to meet the mission of the travel event must be added to the Concur expense report.

 Missing/Lost Receipts

The requirements listed below must be followed if the receipt for an expense $75 or greater is lost or unobtainable.

  • Lodging Expense:  
    • Lodging requires copy of statement from provider.  The Missing Receipt, Form MR25 is not allowable for lost lodging receipts.
  • Airfare Expense:  
    • Airfare requires copy of documentation from provider (travel agency or online website) or background documentation which gives as much information to meet the requirements above.  For example: boarding passes, credit card receipt, or a combination of these documents.
  • Other Expenses: A comment should be added to the Concur expense report stating that the receipt is missing.