Lodging
Booking Procedures
The university established negotiated rates with preferred vendors that must be utilized when possible. Employees are expected to reserve standard rooms. Employees may accept room upgrades to suites or executive floor rooms only if the upgrade is no additional cost to the university.
When booking a hotel in Concur that has a conference room rate, leave notes for travel agent (enter conference code & rate), and Purdue’s Travel Agency will adjust the rate. For conferences with a direct link to book lodging, travelers should make those reservations themselves through the link provided.
Airbnb/Vrbo is allowable if there is a cost savings. This could be due to the length of stay or number of travelers sharing accommodations. As with all lodging, an itemized receipt is required showing tax, room, and other charges. Booking an Airbnb/Vrbo is not allowed to accommodate a single employee traveling with family/companions.
Documentation
Lodging expenses are reimbursed upon presentation of an original itemized receipt from established businesses that provide lodging to the general public.
Detailed receipt should contain the following:
- Traveler Name
- Hotel Name
- Location
- Dates of Stay
- Nightly Rate
- Daily Taxes/Fees
- Total Cost
- Confirmation of Payment (Must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.)
- Additional lodging/hotel charges incurred by a traveling companion(s) or Purdue employee sharing a room or additional room who is not on paid travel with a business reason for the trip must be deducted.
- Free upgrades should be noted in comments.
Missing/Lost Receipt
If the required receipt for an expense is lost or unobtainable, request a statement from the provider.
Reimbursement
Some expenses are eligible for reimbursement.
| Expense Category | Eligible for Reimbursement? | Notes |
|---|---|---|
| Room Fee and Taxes | Yes | This is for standard rooms only. Travelers may accept room upgrades to suites or executive floor rooms only if the upgrade is at no additional cost to the university. |
| Internet Connection | Yes | |
| Room Service | No | Meals are included in the per diem rate. |
| In-room Movies/Minibar/Laundry | No | Exception – Laundry expenses are reimbursable after 4+ days. |
- Reimbursement is not allowable for items provided free of charge, such as accommodations received through hotel loyalty award programs.
- Reimbursement is not allowed for additional guests who are not travelers on university business.