Cost Comparison Requirements
Travelers are encouraged to book travel in Concur or utilize AAA Corporate Travel, the university’s travel agency, for all business travel.
When personal travel is combined with business travel for domestic flights (United States and U.S. Territories), cost comparisons are not required unless the ticket is more than $400.- The maximum reimbursable amount allowed for domestic travel transportation is $400 without a cost comparison.
- The amount of travel expenses reimbursed when a cost comparison is required is the lesser of the cost comparison amount or the actual expense amount.
- Purdue Travel based this on the average flight costs reported by the U.S. Department of Transportation, Bureau of Transportation Statistics.
- Cost comparisons must be obtained from Concur, AAA Corporate Travel, or the airline website prior to the trip and must meet the requirements below:
- If the personal travel is less than three (3) days before or after the business trip, no cost comparison is required. Any days over three (3) require a cost comparison.
- The cost comparison submitted must be for the direct route to and from the business location for the days of business only
- 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
- Not be limited to search results from a single airline
- Show available flights and airlines generally with one stopover
- Should not be one-way ticket
- Provide a copy of a co-worker's airfare itinerary/receipt who attended the same business event with no personal or other travel destinations involved
- 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.
- Regulations
- ADA Accommodations
- Airfare
- Bowl Travel
- Business Leaves Extending 22 Days
- Business Travel with Personal Time Included
- Cash Advances
- Compliance
- Cost Comparison Requirements
- Documentation
- Drive vs. Fly
- Employee and Approving Manager Responsibility
- General Information
- Ground Transportation and Parking
- Insurance
- International Travel
- Lodging
- Meals
- Missing/Lost Receipts
- Moving Allowances
- No-Cost Travel
- Other Allowable Expenses
- Personal Car Usage
- Privately Owned, Leased or Chartered Aircraft
- Reimbursement
- Remote Work Reimbursement
- Rental Car
- Travel on Sponsored Program Funds (Fund – 46010000)
- University Vehicle