Lodging

• The university established negotiated rates with preferred vendors that must be utilized when possible. Employees are expected to reserve standard rooms. Employees may accept room upgrades to suites or executive floor rooms only if the upgrade is no additional cost to the university.
• Reimbursable items include hotel internet connection, tips to hotel staff and vehicle parking.
• The university will not reimburse expenses for in-room movies and minibar charges. Laundry, cleaning and pressing of clothing is also not reimbursed unless the traveler has a minimum of four consecutive nights on official university business.
• Lodging expenses are reimbursed upon presentation of an original itemized receipt from established businesses that provide lodging to the general public.
• Reimbursement is not allowable for items provided free of charge, such as accommodations received through hotel loyalty award programs.
• Reimbursement is not allowed for additional guests that are not travelers on University business.
• When booking a hotel in Concur that has a conference room rate, leave notes for travel agent (enter conference code & rate), and Purdue’s Travel Agency will adjust the rate. For conferences with a direct link to book lodging, travelers should make those reservations themselves through the link provided.
• Expenses subject to documentation requirements.