Travel

Booking and Expense Reporting Centralization

In alignment with Purdue University’s dedication to improving operational effectiveness and increasing efficiencies, travel expense reports – including business-related mileage reimbursement – are now centralized through the West Lafayette Purdue Travel department.

An overview of the booking and expense reimbursement process is outlined below. Frequently Asked Questions (FAQs) about expense report centralization are also available.

Booking

The traveler or their delegate must coordinate travel arrangements using one of the following methods:

  • Book using Concur or the University's travel agency (preferred methods)
    • Allows the traveler to take advantage of newly established partner discounts
    • Allows the expense report to be ready for submission by the traveler five business day after expense documentation is received
    • Provides Duty of Care record for the traveler in the event of an emergency
    • Provides 24/7 access to a live travel agent for rebooking or travel issues
  • Other self-booking tools
    • Does not allow the traveler to use established partner discounts
    • Requires longer than five business days for expense reimbursement as more documentation and review is necessary
    • Does not provide Purdue with a record of travel to locate the traveler in the event of an emergency
    • Does not allow the travel agency to provide rebooking or travel issue support
Purdue Travel is available for questions at purduetravel@purdue.edu.

Expense Reimbursement

The traveler’s expense report will be created by Purdue Travel utilizing the following options:

  • 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.

Required Information and Documentation

  • Itemized receipts for all expenses $75 or greater
  • Itemized receipts for lodging, airfare and rental vehicle, regardless of cost
  • Itemized hospitality meal receipts and names of individuals who participated in the meals
    • Non-hospitality meal receipts (e.g. for an individual traveler) are not needed
  • Date and time you left the Greater Lafayette area for business travel
  • Date and time you returned to the Greater Lafayette area from business travel
  • Purdue account to charge for business travel
  • List of cities/states you stayed in overnight while on business travel
  • Method of transportation from the Greater Lafayette area to the airport: Personal vehicle or shuttle
    • Roundtrip mileage for the three closest airports is listed below
      • Indianapolis International Airport, IND (144 miles)
      • Chicago Midway International Airport, MDW (246 miles)
      • Chicago O'Hare International Airport, ORD (288 miles)
  • Airport used
  • If you used a rental vehicle, provide a list of addresses, departures and business locations that you drove to while on business travel
  • Dates in which each of the following meals were provided to you by the conference/host: Breakfast, lunch and dinner
  • Department name
  • Business office manager's name and email address
  • Other
    • Did you share lodging with someone? 
    • Did the conference/host pay for flight, lodging or any other expenses?
    • Did you combine personal travel with business travel?