Travel

Cost Comparison Requirements

When personal travel is combined with business travel, a cost comparison should be done at the time of booking flights for the most accurate reflection. Cost comparisons cannot be done on past airfare rates; if a cost comparison is not completed prior to the trip and Purdue Travel must obtain one, it will be based on future airfare rates.

Cost Comparison Guidance

Domestic travel (United States and U.S. Territories) with personal travel involved 

  • Cost comparisons are not required.  
  • The maximum reimbursable amount allowed for domestic travel transportation is $400. Purdue Travel based this on the average flight costs reported by the U.S. Department of Transportation, Bureau of Transportation Statistics.

International travel (including Mexico and Canada) with personal travel involved 

  • Cost comparisons are only required for international travel to, between or within countries outside of the United States or U.S. Territories when travel extends outside of the business location for more than 3 days.
    • If the stay at a business location is extended either prior to or after the business concludes (no more than 3 days), no cost comparison is required and the entire ticket may be reimbursed.
    • Any personal travel outside of the business location is not reimbursable, regardless of the number of personal days included.
  • Best Practice: Get the cost comparison at the same time airfare is purchased or the travel request is completed
  • Cost comparisons must be obtained from Concur, AAA Corporate Travel or the airline website prior to the trip and must meet the requirements below:
    • The cost comparison submitted must be for the direct route to and from the business location for the days of business only.
    • Not be limited to search results from a single airline
    • Show available flights and airlines generally with one layover
    • Should not be one-way ticket
    • A traveler can provide a copy of a co-worker's airfare itinerary/receipt who attended the same business event and flew at the same class with no personal or other travel destinations involved as their cost comparison.
  • In the event a traveler has not provided a required cost comparison, Purdue Travel will obtain the comparison on their behalf. 
  • The amount of travel expenses reimbursed when a cost comparison is required is the lesser of the cost comparison or the actual expense amount.

Help

A Quick Reference Guide (QRG) is available to help complete a cost comparison.

Further details can be found in Purdue's Travel Regulations, and questions regarding the policy can be directed to PurdueTravel@purdue.edu.