Frequently Asked Questions about Expense Report Centralization
The questions and answers below support the expense report centralization process. Additional Frequently Asked Questions (FAQs) about expenses and reimbursement are also available.
Why was the travel expense report process consolidated to Purdue Travel?
Purdue Travel now provides all employees with a central, convenient way to submit travel receipts and mileage, and then compiles the travel expense report on the traveler’s behalf. With this change, there is now a team dedicated to the creation of expense reports, which is expected to reduce the time to create an expense report and reimburse the traveler. By transitioning this work to dedicated Purdue Travel staff, employees should have more time to focus on their core responsibilities.
What changed for the traveler with the centralization of expense reports to Purdue Travel?
Travelers or their delegate no longer need to create the expense report in Concur. The traveler must still provide approval once the expense report is created and submit it for reimbursement in Concur.
How should travel receipts be submitted?
- If travel was booked in Concur, Purdue Travel will reach out to the traveler one week after the trip ends to start the travel expense reimbursement process.
- 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.
Note: A delegate is not be able to submit the expense report in Concur, it must be the traveler. Submitting the approved expense report in Concur can be done via a smartphone, which should decrease the processing/reimbursement time for the traveler.
Should all receipts be submitted, even those for inexpensive, miscellaneous travel expenses?
Individual, miscellaneous expenses considered necessary for business travel (e.g. taxi fares, baggage fees, parking, tolls, and internet connectivity) may be reimbursed without a receipt as long as each expense is $75 or less and the business purpose is documented. Any business expense in excess of $75 requires an original, itemized receipt to be submitted for reimbursement. If sponsor requirements are more restrictive, the more restrictive receipt requirement will take precedence. If a required receipt has been lost, a missing receipt affidavit must be submitted.
How should expenses incurred on behalf of another Purdue employee (co-traveler) be submitted?
When submitting receipts to Purdue Travel, make a notation on the receipt that charges for another individual are included. This individual must be identified as an attendee on your travel expense report.
How should travel expense reporting for undergraduate student groups be handled?
Travel for all non-employees, including undergraduate students, should be handled through their business office. Contact Purdue Travel at email@example.com or 765-494-7354 for additional information.
Does Purdue Travel support expense report creation for all travel for the University?
Purdue Travel’s focus is on business travel for faculty, staff and students employed by the University. Travel for all non-employees, including undergraduate students, should be handled through their business office.
What if a department or college has specific travel reimbursement guidelines?
Please submit the department or college guidelines with your travel receipts.
Who can answer questions about an expense report?
Purdue Travel may be contacted at firstname.lastname@example.org or 765-494-7354 for assistance.
Can business travel be booked through Purdue Travel?
No, please use the Concur system or contact the University’s contracted travel agent for booking assistance at email@example.com .
What is required to get reimbursed for business mileage?
A traveler must provide a copy of a mileage log or screenshots that provide proof of the miles traveled (e.g. using Google Maps). This information can be submitted through the Concur mobile app or attached in an email to firstname.lastname@example.org. The reason for business travel must be included in the comment section in the Concur mobile app or in the email to Purdue Travel.
What type of mileage is not reimbursable?
Only mileage related to business travel is reimbursable. Items not considered as reimbursable include the commute to and from home and work, commute between campus buildings and any mileage of personal nature.