Reimbursement and Documentation
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Reimbursement
Payment to the traveler will be made after completion of trip, based on documented, reasonable and actual business travel expenses supported by original, itemized receipts. Reimbursement is not allowed for items provided free of charge, such as airline travel vouchers/certificates, frequent flyer miles, loyalty award programs for air, hotel, car, etc. The university processes the reimbursement via direct deposit after the approval of the submitted expense report.
To ensure expenditures are correctly reported, all travelers should submit their receipts within 30 days from the last day of travel. Travelers should submit their travel expense report within 60 days after completion of travel. The travel expense report is used to total all expenses incurred for the trip, deduct any amounts for pre-paid expenses, travel cash advances and any expenses deemed to be personal, and determine if a reimbursement is owed to the traveler or if the traveler needs to return unused cash advance funds.
- Unreconciled travel transactions and/or expense reports that are not cleared within 180 days after the last day of official business travel could be reported as additional wages to the employee. Those transactions that do not have a receipt will be marked personal and could be deducted from the traveler’s payroll. Those transactions that do have a receipt will first be considered for discretionary funds, if those are not available, they will be marked personal and will be deducted from the traveler’s payroll. The report will then be submitted by Purdue Travel for processing.
Reimbursement will not be allowed for submission after 180 days after the last day of official business travel. Exceptions to the 180 days will require approval from the dean, department head and the traveler’s business office.
Details regarding the Escalation Process for this can be found in the Compliance section.
For reimbursement information on specific categories, select the category below:
Documentation
Employees must submit electronic copies of original receipts in Concur. Failure to submit electronic receipts could result in non-reimbursement of expenses.
For a business expense related to travel to be approved and reimbursed, it must be properly substantiated. Airfare, Lodging, Vehicle Rental, Registration, Hospitality Meals and expenses not related to travel such as conference add-ons or presentation or research materials while on travel, require receipts regardless of amount. All other expenditures that are $75 or greater require receipts for reimbursement.
Receipts totaling less than $75 should not be submitted, except as noted below. Note: If sponsor requirements are more restrictive, the more restrictive receipt requirement will take precedence.
Submitting Receipts
Receipts must be in electronic format to submit with the expense report. Receipts can be uploaded by the traveler using the Concur Mobile App, or by scanning the receipt and uploading the image file to the receipt library in Concur. Travelers also can attach receipt image files to the online submission form and Purdue Travel will upload to Concur when preparing the expense report.
Note: Screen-prints and credit card statements are not acceptable forms of proof of purchase.
Missing/Lost Receipts
If a required receipt has been lost, a Certification for Missing Receipt form must be submitted. Airfare, Lodging, Vehicle Rental, Registration and Hospitality Meal receipts must be obtained from the airline, travel agency vendor or provider/host. Failure to provide required documentation within 10 business days from date of request will result in the expense being marked as personal and not reimbursed by the university.
- Traveler should contact the vendor prior to submitting this form and be sure to note that every effort was made to obtain the original receipt
- If food was purchased, it must be confirmed when there was no alcohol purchased. Alcohol purchased with University Funds is prohibited.
For documentation information on specific categories, select the category below:
Compliance
Employees and approving managers who do not comply with these regulations may be subject to the following:
- Reimbursement delays for improper documentation
- Non-reimbursement or personal liability for regulation violation
- Disciplinary action, up to and including termination of employment
Escalation Process for Outstanding Travel Card Charges
All escalation notices will be sent to the traveler and the traveler’s delegate. When Travel Card charges are tied to an unsubmitted expense report, the fiscal approver of the assigned account will also be notified.
Best Practices
- When Travel Card charges post to Concur, travelers or their delegates should immediately create an expense report by filling out the header information with the exact or estimated travel dates and assign all associated charges to that report with receipts attached.
- Delegates are strongly encouraged to ensure they are receiving emails for the travelers they delegate for, so they receive escalation notices outlined below, if applicable. Email notifications can been turned on in Concur. Email purduetravel@purdue.edu if you need assistance.
Travel Card charges are in Available Expenses and unassigned to an expense report
- 1st Contact: 30 Days from transaction date
- Transactions are to be assigned to an expense report, even if for future travel.
- Future travel expense reports are not to be submitted until the travel concludes.
- Travel expense receipts are to be uploaded into Concur and attached to expenses.
- 2nd Contact: 60 Days from transaction date
- Purdue Travel will place these transactions into an expense report with the travel end date as the earliest posted transaction date.
- This initiates the below email notifications and the traveler/delegate will need to move the transactions into appropriate expense reports to avoid possible personal responsibility if they reach 180 days.
Travel Card charges in an Unsubmitted Expense Report
- 1st Contact: 90 Days from Travel End Date
- 2nd Contact: 120 Days from Travel End Date
- 3rd Contact: 150 Days from Travel End Date
- Final Contact: 180 Days from Travel End Date
- Purdue Travel will submit the expense report on the traveler’s behalf, and the traveler may be personally responsible for the charges. See Reimbursement for more details.
Please email purduetravel@purdue.edu for questions or assistance.