August 16, 2021
Travel expense reports will be centralized in phases beginning Aug. 30
In alignment with Purdue's dedication to improving operational effectiveness and increasing efficiencies, travel expense reports – including business-related mileage reimbursement – will be centralized through the West Lafayette campus Purdue Travel department. This transition will occur in phases, beginning Aug. 30 and ending Dec. 1.
The first phase, effective Aug. 30, will include the following West Lafayette administrative departments:
- Administrative Operations.
- Human Resources.
- Office of Legal Counsel/Risk Management.
- Office of the Provost.
- President’s Office.
- Purdue Online.
- Senior Vice President and Assistant Treasurer/Sponsored Program Services.
- Student Life.
- Student organizations.
- Treasurer and Chief Financial Officer.
- Vice President for Public Affairs/Marketing and Communications.
- Vice President of Ethics and Compliance.
- Vice President of Technology.
The West Lafayette academic areas and Purdue Northwest and Purdue Fort Wayne campuses will be included in subsequent phases. Additional information will be shared closer to each implementation date.
Purdue Travel will provide all employees with a central, convenient way to submit travel receipts and business mileage, and then compile the travel expense report on the traveler’s behalf. With this change, there now will be a team dedicated to the creation of expense reports. Based on a pilot program that was previously completed, the centralization of travel expense reports is expected to significantly reduce the time to create an expense report and reimburse the traveler to just 4-7 days. By transitioning this work to dedicated Purdue Travel staff, employees will have more time to focus on their core responsibilities.
Upon returning from business travel, all employees or their delegates will need to submit expenses for reimbursement using one of the following methods:
- Add business expense receipts to the receipt store in the Concur mobile app. If travel was booked through Concur, Purdue Travel will reach out to the traveler/delegate to initiate the expense report process.
- Attach business expense receipts in an email to firstname.lastname@example.org. Travelers or their delegates must initiate this process on their own.
For business mileage reimbursement to Purdue employees, including undergraduate and graduate student employees, either of the above processes may be used. The traveler will need to provide a copy of their mileage log or screenshots showing the distance of business mileage traveled (e.g., using Google Maps). The traveler also must provide the reason for travel in the comment box in Concur or in the email to email@example.com.
Information sessions will be held throughout August and the coming months to accommodate the phased implementation approach. A list of all information sessions is available online; simply log in using BoilerKey and then select “Register Now.” Each session covers the same content and will take place virtually, providing an overview of the new travel expense submission process. Those who travel for business or complete travel functions on behalf of others are encouraged to attend one of the sessions.
The Purdue Travel website has been updated to reflect the changes to travel expense reports. In addition, a new Travel Expense Quick Reference Guide is being developed and will be made available online later this month. A recording of the informational presentation will be available on the Purdue Travel website after the initial sessions are complete for those who are unable to attend or wish to reference the materials at a later date.
Travelers also should be aware of a number of recently announced updated travel processes to align with the fall semester travel guidelines. These include the elimination of travel waivers for travel occurring on or after Aug. 16, Travel Card limits and increases, and guidance on booking travel.
Questions may be directed to Purdue Travel at 765-496-TRIP (8747) or firstname.lastname@example.org.