Receipt Requirements

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

NOTE:  Lodging receipts are always required regardless of amount.

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, i.e., taxis , shuttles, parking, tolls and telephone calls.

  • Destinations must be listed for all taxi and shuttle expenses.

Airfare:

1. Airfare receipts totaling $75 or more are adequate when the following items are included:  

   • Traveler's Name
   • Name of Air Carrier
   • Dates of Travel
   • Destination(s) or Legs of Trip
   • Fare/Class of Travel
   • Total Cost of Ticket
2. The passenger coupon or detailed itinerary is required as proof of payment for air travel if a paper ticket is purchased from a travel agency.  
   • Purdue encourages our travelers to request a copy of the passenger coupon when purchasing e-tickets from a travel agency.  
3. Boarding passes may be used as "backup information", not for actual receipt.
4. If a ticket is not issued for the flight, the proper documentation consists of the travelers itinerary.  If the itinerary doesn't provide payment information, the traveler should also attach a receipt from the airline, charge card receipt and/or or front and back copy of canceled check.  Canceled checks or charge card receipts can only be used as "backup information", not for actual receipt.
5. If the traveler uses an internet booking tool, such as Travelocity, Expedia, etc., be sure to print out the receipt (not the quote).  Some proof of payment of the amount listed on the itinerary (i.e., receipt from the airline, charge card receipt or canceled check.)
6. If the employee is traveling on a PRF Foreign Travel Grant, a copy of the ticket and any other reimbursed receipts must be attached to the reimbursement voucher along with a copy of the letter awarding the grant.

Egencia Corporate Travel (ECT) Airfare Arrangements

• If Expedia Corporate Travel (ECT) is used to book airfare, acceptable documentation is a print out of the online receipt (not the quote/saved itinerary).

Lodging receipts:

A receipt is always required for reimbursement of lodging.

• 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, the nightly single room rate, dates of occupancy, and itemized costs for telephone calls, meals and parking.
• If a staff member occupies a room with a spouse or other non-university person (double room rate), the place of lodging must note and initial the single room rate on the lodging receipt even if the single and double rates are the same.

Egencia Corporate Travel (ECT) Lodging Arrangements

• If Expedia Corporate Travel (ECT) is used to book hotel, acceptable documentation is a print out of the online receipt (not the quote).

Car Rental & Other Transportation receipts:

Car Rental fees $75 or greater may be reimbursed upon presentation of an original receipt.

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

Egencia Corporate Travel (ECT) Airfare Arrangements

• If Expedia Corporate Travel (ECT) is used to book a car rental, acceptable documentation is a print out of the online receipt (not the quote/saved itinerary).