Booking and Expenses

Purdue Travel is responsible for working with the traveler or their delegate and the traveler’s business office for the entire travel reimbursement process. Purdue Travel will complete the following steps:

• Create an expense report for the traveler
• Monitor and be responsible for an unallocated transaction report
• Notify the traveler via the Escalation Process when receipts have not been received or unreconciled transactions have not been submitted within 60 days of travel completion
• Continue to follow up with the traveler or their delegate, and the business office in some instances, until travel expenses have been submitted

The traveler or their delegate is responsible for providing all required information and travel receipts to Purdue Travel within 10 days after the traveler’s return date.

Upon returning from business travel, the traveler or their delegate must submit expenses for reimbursement following the steps below:

• If travel was booked in Concur and/or the traveler’s expenses reach 60 days post trip end or transaction posting date, an Expense report from a trip request or “Action Needed” report will be created by Purdue Travel, per the Escalation Process for Compliance.
• If Concur or the University’s travel agency was not utilized to book, upon returning from business travel, the traveler or their delegate must submit expense report information and receipts.

The traveler will receive an email from Purdue Travel when the expense report is ready for their review and submission through Concur.

• The traveler is responsible for reviewing and approving the travel expense report within two days of receiving notification.
• The traveler will review the expense report in Concur.
• If modifications are necessary, the traveler or their delegate should work with Purdue Travel to edit the expense report.
• If the traveler approves, either as is or with edits from Purdue Travel, then the traveler will submit the expense report in Concur.
• Once approved, the fiscal review by the business office will begin.

Business offices are responsible for ensuring funds are available and charges are allowable/allocable to the account.

Since Purdue Travel is building the expense report, all expenses in the report must be related to travel and within travel regulations.

Business offices should approve an expense report within one day of it being submitted through Concur:

• Once the expense report is submitted by the traveler in Concur, the Concur system will generate a workflow and send an email notification to the proper business office contact.
• The business office reviews the account assignment for availability of funds and proper account use.
• Once approved by the business office, the expense report will be posted in SAP.
• The traveler will then have their reimbursements within 24-48 business hours.
• If edits need to be made, business offices can update the account and approve it to move forward.