Prepaid Registrations

The use of the purchasing card for travel expenses is limited to airfare and registration costs for official Purdue business only and should never be used for personal expenses.  The process assumes that traveler is responsible for making the specific travel arrangements and communicating the necessary detail to the business office.

The process starts with the assumption that the traveler has determined a business need for travel, has obtained reasonable estimates for the cost of the trip, and has all required approvals to travel.

Registration fees can be paid in advance by department purchasing card or a direct Invoice Voucher if the following guidelines are met:

1. Registration fees are due prior to the travel
2. Meals, tours, and other costs in addition to the registration fee must be paid by the staff member
3. Appropriate approval process (Form 17 approvals) followed prior to travel
4. Other relevant information (i.e., completed registration form or registration receipt) are attached to the Invoice Voucher or P-Card paperwork

Procedures for Charging Registration Expenses

The process starts with the assumption that the traveler has determined a business need for travel and has proper approval to travel on university business.

It is at that point the business office and the traveler discuss and agree to the method that will be used in paying for the travel expenses should the trip be approved.

Any expense that is prepaid by the university must be clearly identified on the Form 17 in section 15 (Notes and Explanations) indicating the method of payment or Form 25 if a Form 17 is not required.  

Once the travel is approved, the business office can proceed with the appropriate payment method using the following procedures.

The Business Office will:

1. Make a copy of the approved Form 17 (if required)
2. Review the registration form to assure the expenses are allowable
3. Identify and highlight on the registration form any meals that are covered by the registration fee
4. Attach the Form 17 copy (if required) to the registration form
5. Charge the registration using the approved purchasing card for travel expenses and indicate this on the registration form
6. File the above paperwork awaiting the purchasing card transaction listing and the traveler's submission of the Form 25, Travel Reimbursement Request
7. When the purchasing card transaction listing is received, verify the charges are correct, and confirm the charges
8. When the traveler submits the Form 25, verify that the prepaid meals are properly accounted for, complete the review of the Form 25, sign, and submit it for payment with proper documentation attached

All payments via direct Invoice Voucher related to staff and student travel should be directed to the Travel Clerk in Disbursements. 

Payments and reimbursements via direct Invoice Voucher for non Purdue staff, non Purdue students and for prospective employees should be directed to the Expenditures Authorization Clerk in Accounting Services.

If a Form 25 will be filed for additional expenses, please reference the direct Invoice Voucher number and enclose a copy of the registration form with the Form 25.  Also, deduct any meals that were included in the registration fee from the subsistence.

 

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