{"id":35988,"date":"2026-06-23T11:54:00","date_gmt":"2026-06-23T15:54:00","guid":{"rendered":"https:\/\/www.purdue.edu\/treasurer\/finance\/?page_id=35988"},"modified":"2026-06-23T12:00:13","modified_gmt":"2026-06-23T16:00:13","slug":"student-payment-reimbursement-frequently-asked-questions","status":"publish","type":"page","link":"https:\/\/www.purdue.edu\/treasurer\/finance\/business-management\/business-management-resources\/student-reimbursement-tools\/student-payment-reimbursement-frequently-asked-questions\/","title":{"rendered":"Student Pay\/Reimb FAQ"},"content":{"rendered":"\n
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Student Payment \/ Reimbursement <\/h1>\n\n\n\n

Frequently Asked Questions<\/em><\/p>\n\n\n\n

What criteria determines if an expense benefits the student as part of their academic program?<\/strong> <\/p>\n\n\n\n

According to the Clarification on Covering Trips\/Conferences\/Expenses for Students<\/strong><\/a> document published by the Division of Financial Aid, academic program is defined as \u201cA combination of major and degree type which the student is pursuing.\u201d Requirements of an academic program would be requirements for the major or minor to receive a degree.  For example, \u201cStudents majoring in x are required to travel to y and provide a research paper on their observations to fulfill the requirements of one of their core major classes.\u201d<\/p>\n\n\n\n

Additionally, some of these decision will not be black and white.  If an individual is unsure how to answer some of the questions, they should reach out to their DFA or the Division of Financial Aid directly for guidance.<\/p>\n\n\n\n

What approvals are needed from the Principal Investigator or supervisor when the expense benefits Purdue?<\/strong> <\/p>\n\n\n\n

The business office should contact the PI\/supervisor to obtain justification and documentation from someone with firsthand knowledge of the account. This information should be is attached to the payment along with the summary email from the Reimbursement Method Decision tool as supporting documentation.<\/p>\n\n\n\n

We have a group of students who participated in the same activity and need to be reimbursed. Does the Reimbursement Method Decision Tool need to be completed for EACH student?<\/strong> <\/p>\n\n\n\n

No. If you are processing a reimbursement\/payment to a group of students, you only submit the form once. The email summary response can be used for each individual payment.<\/p>\n\n\n\n

Who is responsible for completing the Reimbursement Method Decision tool?<\/strong> <\/p>\n\n\n\n

Due to the variety of activites and administrative structures across campus, the individual responsible for initiating this process may vary from unit to unit. For segregation of duty purposes, this  form should NOT be completed by a purchasing center employee or the individual (student) who will receive the funds. The decision tool can be completed by anyone with firsthand knowledge about the reimbursement and\/or responsible for processing these types of payments and has obtained the documentation. Ideally this would be a department secretary or staff member with firsthand knowledge or a business office person who has been provided the information.<\/p>\n\n\n\n

Why is the summary email necessary when submitting a reimbursement or payment request  for an employment related reimbursement?<\/strong> <\/p>\n\n\n\n

When it is employment related, the summary response should be sent to the procurement center or business office for processing. The summary response serves as validation that the appropriate issues were reviewed and the reimbursement method is correct.<\/p>\n\n\n\n

I need to reimburse a senior in their final semester (all financial aid has been paid out)(non employment related).  What do I need to be aware of when processing this payment?<\/strong> <\/p>\n\n\n\n

The Reimbursement Method Decision tool should still be utilized and, if required based on the tool recommendatin, the payment should be submitted in Scholarship Universe.<\/p>\n\n\n\n

When should a reimbursement to a student be processed through Concur?<\/strong> <\/p>\n\n\n\n

Only if the individual is a Purdue employee AND<\/strong> the expense is related to their appointment. All other expense reimbursements should NOT be processed through Concur.  Per the Tax Office, if the expense is not employment related, the reimbursement will need reviewed for potential taxability and if processed through Concur, the expense is automatically considered non-taxable.<\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":8,"featured_media":0,"parent":30592,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-35988","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/35988","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/comments?post=35988"}],"version-history":[{"count":5,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/35988\/revisions"}],"predecessor-version":[{"id":35998,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/35988\/revisions\/35998"}],"up":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/30592"}],"wp:attachment":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/media?parent=35988"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}