September 3, 2021
Travel expense reports will be centralized soon for phases 2, 3 participants
In alignment with Purdue University’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 is occurring in phases throughout the fall semester.
The first phase included West Lafayette administrative departments and went into effect on Aug. 30.
The second phase will be implemented on Sept. 13 for all of Purdue Northwest (excluding Athletics) and the following West Lafayette academic and administrative areas:
- Discovery Park.
- Division of Diversity and Inclusion.
- Graduate School.
- Health and Human Sciences.
- Honors College.
- Krannert School of Management.
- North Central Nursing Clinics.
- Office of Corporate and Global Partnerships.
- Office of Engagement.
- Office of Enrollment Management.
- Office of the Executive Vice President for Research and Partnerships.
- Purdue Polytechnic Institute.
- Vice Provost for Teaching and Learning.
The third phase will be implemented on Oct. 18 for all of Purdue Fort Wayne (excluding Athletics) and the following West Lafayette academic areas:
- College of Education.
- College of Liberal Arts.
- College of Pharmacy.
- College of Science.
- College of Veterinary Medicine.
Remaining West Lafayette academic areas will be included in subsequent phases. Additional information will be shared with those academic areas closer to each remaining 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 is now 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 four to seven days. By transitioning this work to dedicated Purdue Travel staff, employees will have more time to focus on their core responsibilities.
After adopting the new process, all employees or their delegates will need to submit expenses for reimbursement using one of the following methods upon returning from business travel:
- 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, 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 are being held throughout the fall semester 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. Additional information and resources will be added as they become available.
Questions may be directed to Purdue Travel at 765-494-7354 or firstname.lastname@example.org.