Travel

Documentation

Employees must submit electronic copies of original receipts in Concur. Failure to submit electronic receipts could result in non-reimbursement of expenses.

For a business expense related to travel to be approved and reimbursed, it must be properly substantiated. Airfare, Hotel, Registration, Vehicle Rental, and expenses not related to travel such as conference add-ons or presentation or research materials while on travel, require receipts regardless of amount. All other expenditures that are $75 or greater require receipts for reimbursement.

Receipts totaling less than $75 should not be submitted, except as noted below. Note: If sponsor requirements are more restrictive, the more restrictive receipt requirement will take precedence.

If a required receipt has been lost, a Certification for Missing Receipt form must be submitted. Airfare, Lodging and Vehicle Rental receipts can be obtained from the airline, travel agency or provider. Failure to provide required documentation within 10 business days from date of request will result in the expense being marked as personal and not reimbursed by the University. 

Expense

Required Documentation
Airfare 

Detailed itinerary and/or e-receipt containing the following information:   
  • Airline Name 
  • Flight Number
  • Dates of Flights
  • Destinations (To/From)
  • Traveler Name 
  • Fare Class
  • Total Cost
  • Confirmation of Payment*
  • Company paid upgrades must meet criteria in Airfare section of this document.
  • Free upgrades should be noted in expense report comments.  
Lodging

Detailed receipt containing the following:  
  • Traveler Name 
  • Hotel Name
  • Location
  • Dates of Stay
  • Nightly Rate 
  • Daily Taxes/Fees
  • Total Cost
  • Confirmation of Payment*
  • Additional lodging/hotel charges incurred by a traveling companion(s) or Purdue employee sharing a room or additional room who is not on paid travel with a business reason for the trip must be deducted.
  • Free upgrades should be noted in comments. 
Registration  

 Detailed receipt containing the following:  
  • Traveler Name 
  • Event Title 
  • Dates of Registration            
  • Location   
  • Benefit of Participation
  • Copy of Agenda/Schedule 
  • Total Cost 
  • Confirmation of Payment 
  • List what is included in registration (hotel, meals, etc.).    
  • When fee is waived for presenters, provide program/agenda documenting the scheduled talk.   
Memberships Detailed receipt containing the following:  
  • Traveler Name
  • Purpose/Benefit
  • Total Cost
  • Society/Membership Name
  • Dates of Membership
  • Confirmation of Payment*
  • Individual memberships under $500 with a business purpose benefiting the university and formal approval from the department head is allowable. However, in most cases, memberships are not allocable to individual projects and will be treated as indirect costs.  Please see Memberships in the Classification of Cost Items under CAS Guidelines.
Vehicle Rental  Detailed receipt containing the following: 
  • Traveler Name
  • Vendor Name
  • Vendor Pickup/Dropoff Locations
  • Dates of Rental
  • Rental Class
  • Daily/Weekly Rate used
  • Other Fees Charges
  • Total Cost
  • Confirmation of Payment*
  • Company paid upgrades must meet criteria in Vehicle Rental. Free upgrades should be noted in comments. 
Business Meals - Sponsored Program Funds  Detailed receipt containing the following: 
  • Vendor Name
  • Date
  • Total Cost with Tip
  • Purpose of Business Meal 
  • Itemized Charges
  • Attendee List
  • Meeting Agenda
  • Confirmation of Payment*
  •  Please reference Business Meals link for all requirements.  
  • Alcohol is not allowed on Sponsored or University funds.                           
Hospitality  Detailed receipt containing the following:
  • Vendor Name
  • Vendor Address/URL
  • Date of Purchase
  • Benefit/Purpose 
  • Item Description
  • Quantity
  • Unit Price/Extended Price
  • Total Cost
  • Confirmation of Payment*
  • Attendee List (if applicable)
Other Services and Expenses  Detailed receipt containing the following:
  • Vendor Name
  • Vendor Address/URL
  • Date of Purchase
  • Benefit/Purpose 
  • Item Description
  • Quantity
  • Unit Price/Extended Price
  • Total Cost
  • Confirmation of Payment*
Third Party Paid/No Cost 

Provide detail in Comment regarding expenses paid by non-Purdue funds. Subject to Policy III.B.5, Gifts, Gratuities, and Recognition Operating Procedures. 
  • Must provide legitimate business reason why the Third Party is providing 
  • Must meet customary industry practices and conventions 
  • Is not lavish, frequent or substantially in excess of allowable per diems (for meals) or standard rates.
  • Does not put employee or third party in a position of questionable ethical circumstance.  
* Confirmation of payment must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.