Expenses and Reimbursement FAQ

The questions and answers below support the expense and reimbursement process through Purdue Travel. Additional questions about the the expense report centralization process are also available. 

Expense Report

How do I complete my expense report?

Purdue Travel will create the expense report.

  • 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.

Expense Report Per Diem Allowance

Do I need an original, itemized receipt to obtain reimbursement for meals if it is less than the per diem allowance?

A receipt is not required if the amount is less than the predetermined per diem allowance. 

Expense Report Per Diem Allowance/Conference Meals

How is the per diem allowance affected by meals that are provided or included in registration fees?

Complimentary snacks or meals provided by an airline or hotel will not be deducted from the per diem allowance, but meals provided as part of a conference or other business event should be identified and will be deducted.

Expense Report Receipts

What documentation is needed for meals or other travel expenses that are included in the conference registration fee?

Travelers should provide conference documentation such as the agenda, program or itinerary to determine eligible payment for meals or other expenses incurred while traveling for business.

What happens if I don't submit my expense report within 120 days of the trip?

To ensure expenditures are correctly reported for the University, all travelers are required to submit their travel expense information and receipts to Purdue Travel within 14 days after returning from a business trip. Expense reports that are not cleared within 120 days are reported as additional wages to the employee and will have resulting tax implications.

Receipts

Should I submit all receipts, 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.

What should I do with my original receipts?

Employees should keep original receipts until the expense report has been fully approved and reimbursement received. Submitted receipts that are illegible must be resubmitted for reimbursement consideration

Expenses Paid for Another Individual

How do I account for expenses I incurred on behalf of another Purdue employee who traveled with me?

When a traveler send information to Purdue Travel, that traveler will need to make a notation on the receipts for the expenses incurred by the colleague and identify the colleague's name so Purdue Travel can make that comment on the expense report.

Submit Receipts

Is there a smart phone application that I can use to capture my travel receipts?

Yes, the Concur Mobile App is available to capture and submit receipt images. Concur Mobile also allows the creation of expense reports and approvals.

Memberships

Are airline club memberships reimbursable?

No. Airline club membership costs are the personal responsibility of the traveler to pay.

Personal Car Mileage

What documentation is required in order to be reimbursed mileage for business travel using a personal vehicle?

An online map source (e.g. MapQuest or Google Maps) with a mileage total is the best source of address-to-address documentation for business travel. This will be entered into Concur and it will calculate the mileage.

Personal Card Use

Can a personal credit card can be used when booking business travel?

The Purdue Visa Travel card is the preferred payment method for frequent travelers to use for all business travel expenses as it simplifies the reimbursement process, assists with cost savings and provides the traveler with extended benefits (i.e. travel accident insurance, rental car collision damage waiver, hotel burglary reimbursement). It is the University's expectation that if an individual has a Purdue Travel card that they will book all travel through Concur and use the Purdue Travel card as the payment method. 

If an employee does not have a Purdue Travel card, they may use personal funds to pay for business travel expenditures including airfare but will not be reimbursed until after the trip is over and expense report has been approved.

Third-Party Reimbursed

Can a Traveler be reimbursed for expenses that will later be paid by a third-party?

No. Amounts that have or will be paid by any third-party entity including suppliers, host institutions or others must be identified in documentation submitted to Purdue Travel for auditing purposes.

Priority Boarding

Can I upgrade my coach airfare to priority boarding or an upgraded seat?

No. Economy plus, seating upgrades, and/or pre-boarding options are not permitted to be purchased with university resources. Only coach fares will be reimbursed.

Car Rental Fuel

Is the refueling option through the rental car agency an allowable business expense when returning a rental vehicle?

Generally, no, as it typically results in an increased cost. However, it may be allowable when reasonable circumstances (e.g. timing issues) occur and a business reason for the use of this option is clearly documented.

Combining Business and Personal Travel

What documentation do I need if I am combining business travel with leisure travel?

Only expenses directly related to the business travel can be paid/reimbursed by the University, and all expenses are subject to audit. It is best to keep all business expenses separate from personal expenses when possible as it makes the supporting documentation clearer. When personal and business are combined, cost comparison guidelines must be followed.

  • Domestic travel transportation will be reimbursed up to $400 with no cost comparison needed.
  • International travel requires that the traveler complete the detailed cost comparison.

Expenses such as parking and meals are limited to only the business travel time and will be prorated to exclude personal travel.

Early Check-In

Can I purchase early check-in if the airline I am using does not assign seats?

Early check-in fees are allowable for airlines that do not assign seats (i.e. Southwest, Frontier). If the airline assigns seats, early boarding fees are not permissible.

Certification of Pay while in Travel Status

How do I determine the correct account to charge travel to when an individual is involved in grant-related research and non-grant related travel?

The two scenarios have been provided on the attached Certification of Pay while in Travel Status (PDF).