Employee and Approving Manager Responsibility

Travel booking and expense reimbursement must follow the regulations outlined below, and employees are expected to exercise sound judgment when evaluating any expense category not included.

Employee/Traveler Responsibilities:

• Gain any pre-approvals to travel, understanding cost and allowability on funds.
• Submit or upload into Concur expense receipts no later than 30 days after their trip has ended.
• Review and submit travel expense reports within 60 days after travel has ended.
• 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 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 traveler’s payroll. The report will then be submitted by Purdue Travel to process. The university follows the IRS accountable plan rule on submitting and reimbursement of expenses found in IRS publication 463.
• Reimbursement will not be allowed for submission after 180 days after the last day of official business travel. All exceptions will have to have the approval of the dean or department head and business office.

Employees must seek direction from Purdue Travel if clarification is needed.

Fiscal approvers are expected to review employee’s submitted expenses and decline all expenses that do not meet the requirements established in these regulations.