1. TRAVEL TRAINING

2. Contact Information:
Travel Questions:
Michelle Holt…………………………………..…
Linda Ford……..…………………………………
Travel Fax……………………………………………41379
Travel Arranger for Business Services Staff
Linda Harvey……………………………………….40226
Travel Website:

3. Objectives: Brief Overview of Concur Travel & Expense Process
Present Overview of the University Travel Regulations
Explain Changes & Updates
Answer Your Questions

4. Overview of Concur Travel & Expense
Travel transformation from manual, paper-based into an electronic booking and expense system.
To streamline, simplify by automating booking, authorization and reimbursement
Integrate a travel agency (ALTOUR)
Increase services to travelers
Visibility into travel spend for leverage in negotiating discounts with suppliers
Provide improved risk management
Implement a travel card program to reduce traveler’s out-of-pocket expenses

5. Overview of Concur Travel & Expense
Concur Travel & Expense is the leading provider of integrated travel & expense management solutions and a trusted partner of many universities across the United States.
Some benefits are:
Through workflow, automate booking, authorization, & reimbursement
One Stop Shop with travel policies built in
Automatically captures e-receipts and travel card charges
Provides smartphone apps to make travel arrangements, attach receipts, submit requests/reimbursements, and approve others travel/expense from anywhere, anytime

6. Overview of Concur Travel & Expense
Four-Way Integration:
Concur Travel & Expense
ALTOUR Travel
JP Morgan Chase Travel Card
SAP
Four basic roles in Concur Travel & Expense:
Traveler
Approver
Delegate (Arranger/Assistant)
Administrator

7. Overview of Concur Travel & Expense
Implementation/Rollout Plan
We are currently in a soft pilot rollout of Comptroller, Procurement and University Development
The Rollout will follow the HR Org Chart rollout and is expected to take at least months.

8. Each employee is unique and requires fair treatment.
CURRENT PURDUE TRAVEL PROGRAM
Each employee is unique and requires fair treatment.
The Business Office serves as our liaison on campus.

9. Types of Travel: DOMESTIC Travel within and between:
United States (50 States)
U.S. possessions and territories
American Samoa
Guam
Northern Mariana Islands
Puerto Rico
Swains Island
U.S. Virgin Islands

10. In-State / Blanket Travel:
Is there a Difference??
Yes!

11. All travel within the State of Indiana
In-State Travel:
IN-STATE
TRAVEL
All travel within the State of Indiana

12. In-State Travel:
We will not expect to see a Form 17 when travel is inside the State of Indiana unless the traveler is not approved by the department head for In-State travel.

13. Blanket Travel:
Travel that frequently goes into contiguous states outside of Indiana.
Example: County Extension and Statewide Technology

14. Blanket Travel Other special circumstances
Greater than 12 trips a year ‘outside’ the State of Indiana to the same location for the same reason
Example:
Traveling to Washington, DC 2-3 times a month to collaborate on a project.

15. If Blanket Travel applies, the box must be checked on the Form 25

16. Out of State Travel: ALL DOMESTIC TRAVEL EXCEPT United States
U.S. Possessions & territories
EXCEPT
IN-STATE

17. Foreign Travel: Travel outside: United States (50 States)
U.S. possessions and territories

18. UNIVERSITY BUSINESS TRAVEL
Approval Process:
PRIMARY REGULATION:
ALL
UNIVERSITY BUSINESS TRAVEL
MUST BE
PRE-APPROVED

19. Approval Process:
Approvals must be obtained prior to travel for all types of travel.
The Approval Process:
Communicates the need to travel
Presents an estimate of expenses
Gains approval(s)

20. In-State/Blanket Approval:
Approval of In-State and Blanket travel is delegated to the Department Heads.
Each department must develop their own travel approval process for in-state and blanket travel.

21. In-State Approval:
Memo listing all personnel in a department that is approved to travel inside the State of Indiana
Staff can be added or deleted
Memo should be renewed annually (fiscal or calendar).

22. Blanket Travel Approval:
Memo generally for a ‘specific’ person or group (Extension educators from Vermilion County) and reason.
New memos for staff can be added or deleted as necessary
Memo should be renewed annually (fiscal or calendar) if the situation is the same.

23. (Other than In-State or Blanket)
FORM 17 APPROVAL PROCESS
DOMESTIC TRAVEL
(Other than In-State or Blanket)
All Funds
Source of Funds/Fiscal Approval Signature (Line 19)
Delegated to Business Office
Based on approval level of Comptroller authorization
Verify for allowability, reasonableness, fund availability, and university policy
Programmatic Approval Signature (Line 20)
May be Delegated to Department Head
Confirm the trip is appropriate and within the mission of the department
Department for Completion

24. FORM 17 APPROVAL PROCESS FOREIGN TRAVEL Non-Sponsored Program Funds
including NIH, NSF, and Voluntary Support administered by SPS
Sponsored Program Funds
(Other than NIH, NSF, and Voluntary Support)
Funding Split between SPS and other funding
Fiscal Approval
Source of Funds - Line 19
based on level of Comptroller authorization
Fiscal Approval
Source of Funds - Line 19
based on level of Comptroller authorization
SPS
Source of Funds – Line 15
SPS
Source of Funds – Line 15
Programmatic Approval – Line 20
Vice President, Dean or Designee
Programmatic Approval – Line 20
Vice President, Dean or Designee
Programmatic Approval – Line 20
Vice President, Dean or Designee
Department for Completion
Department for Completion
Department for Completion

25. Role of the Business Office
Documents are complete
All approval signatures are obtained
Funds are available to support trip
Federal Funds??
Proper Use of U.S. Carrier/Code Share
If non-US Carrier used, is Certification attached
Appropriate use of G/L account numbers

26. Travel allowable and allocable Proper application of policy
Travel Warnings
Vehicle Use Policy
Personal Time
Cost Comparisons Provided

27. Role of the Business Office
Sponsored program review (other than NIH, NSF, or Voluntary Support)
Don’t Assume – Check thoroughly before approving!

28. Verified by Business Office:
International Evacuation & Medical Insurance
If the traveler is going to a country outside the 50 United States, they must be covered by the International Evacuation & Medical Insurance
Form Line 11 and 14J
Length of Stay: 1 – 35 days
$0 for faculty and staff
$32 for students and grad students
A copy of the completed and approved form 17 must be sent/faxed to Risk Management ( )

29. Verified by Business Office:
VEHICLE USE POLICY
If the traveler has expenses on Form 17
Box 14: A, B, C, or E
Box 17 must be checked or no reimbursement is allowable for these items.
The traveler must check this box even if reimbursement is not being requested.
Risk Management

30. Verified by Business Office:
TRAVEL WARNINGS
If there is a travel warning for the country of business location, the Form 17 must be routed to Dean of International Programs for additional approval on Line 21.
The traveler must complete the waiver form.
Current Travel Warnings

31. Subsistence / Per Diem / M & IE
What is Subsistence / Per Diem / M & IE (Meals & Incidental Expenses)?
A fixed amount of daily reimbursement given for meals and incidental expenses when traveling away from home on business.
Paid at federal CONUS/OCONUS
Based on Location of University Business

32. Subsistence / Per Diem / M & IE
Is Intended to Pay for:
Meals
Tips (meals)
Telephone Calls
(other than business)
Laundry, Dry Cleaning, or Pressing Clothes
(Travel less than 4 days)
Appliances in Room
Television / Movies
Games
Locksmith
Late Check-Out Fees
Travel Insurance (ticket guarantees)

33. Allowable Miscellaneous Expenses (For Business Only):
Baggage charges
Services of guides, interpreters, or drivers
Reasonable accommodations for employees with special needs, i.e., services of an attendant/assistant
Use of computers, printers, fax machines, and scanners
Official telephone calls and/or phone service
Fees for conference/meeting rooms and equipment

34. Allowable Miscellaneous Expenses (For Business Only):
Wi-Fi Fees for Business Use
Laundry, cleaning, and pressing of clothing
To qualify, the traveler must at least 4 consecutive nights on official business
Lodging fees/taxes, energy surcharges when fees are not optional
Safe in room or daily telephone fees
Emergency purchases of materials or services
Film, batteries, copies, etc

35. Subsistence Overnight Travel
Domestic & Foreign
Travel on or after 7/1/2012
Objectives:
First and Last Day of Travel
75% of Full Day M & IE Rate
(Based upon Location of Business That Day)
Additional days in Travel Status
100% of Full Day M & IE Rate

36. Objectives: For trips involving
Subsistence Overnight Travel
Domestic & Foreign
Travel on or after 7/1/2012
Objectives:
For trips involving
multiple ‘approved’ business locations in one day:
Subsistence will be paid at the rate
for the location of lodging

37. SUBSISTENCE (Domestic & Foreign) (Travel on or after 7/1/2012)
When travel is
Your allowance is
More than 12 but less than 24 hours
75 percent of the applicable M&IE rate for each calendar day you are in a travel status.
24 hours or more, on
The day of departure
75 percent of the applicable M&IE rate.
Full days of travel
100 percent of the applicable M&IE rate.
The last day of travel
75 percent of the applicable M&IE rate to the previous day of travel.

38. MEAL DEDUCTIONS - Domestic (Travel on or after 7/1/2012)
Total M&IE
$46
$51
$56
$61
$66
$71
Breakfast (Including Continental Breakfast)
Lunch
Dinner
Incidentals
First & Last Day of Travel 7 11 23 5
34.50 8 12 26
38.25 9 13 29
42.00 10 15 31
45.75 16 34
49.50 18 36
53.25

39. MEAL DEDUCTIONS – Outside the Continental United States (Travel on or after 7/1/2012)
Allocation of M & IE rates
to be used in making meal deductions
for travel to localities
outside the Continental United States.
Allocations from $1 to $265 are provided on this site.
If the M & IE rate is greater than $265, allocate 15%, 25% and 40% of the total to breakfast, lunch and dinner, respectively.
The remainder is the incidental expense allowance.

40. Subsistence
SAME DAY TRAVEL
NO OVERNIGHT STAY!

41. Subsistence-Same Day
To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging.
*Official Station:
The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

42. Same Day - Subsistence:
TRAVEL ALLOWANCE
TRAVEL STATUS
75% of the CONUS rate for business destination
12 to 24 Hours
(Travel Only)
No Subsistence Allowed
Less Than 12 Hours

43. SUBSISTENCE Domestic and Foreign for Travel before July 1, 2012.

44. FULL DAY (Based on Location of Lodging)
Subsistence
Domestic & Foreign
Overnight Travel
FULL DAY (Based on Location of Lodging)
100% OF Full Day M & IE Rate
Leave before 8 AM; return after 5 PM
PARTIAL DAY (Based on Location of Lodging)
75% of Full Day M & IE Rate
Leave after 8 AM; return before 5 PM

45. Meal Deductions: Meals Provided:
Breakfast: Deduct 25% of Full M & IE Rate
Lunch: Deduct 25% of Full M & IE Rate
Dinner: Deduct 50% of Full M & IE Rate

46. Subsistence
SAME DAY TRAVEL
NO OVERNIGHT STAY!

47. Subsistence-Same Day
To qualify for subsistence for same day travel, employees must be in travel status (not combined work and travel) away from their *official station/tax home twelve (12) hours or more without purchasing lodging.
*Official Station:
The traveler’s regular place of business, post of duty or official work station. It includes the entire city or general area in which the business or work is located.

48. Subsistence-Same Day TRAVEL ALLOWANCE TRAVEL STATUS
75% of the CONUS rate for business destination
12 Hours but less than 16 Hours
(Travel Only)
100% of the CONUS rate for business destination
16 Hours or More

49. Click on
Subsistence Link
to find
Domestic Per Diem
Rates

50. Click on
‘CONUS’
To Find
Appropriate
Per Diem
Rate

51. The Federal Fiscal Year is 10/1 – 9/30
Be sure to
Click the Down Arrow
To find
Appropriate Year

52. Be sure correct year is selected
What is the CONUS rate for
Los Angeles, California?
Be sure correct year is selected
CLICK
INSIDE
STATE

53. THE M & IE RATE
FOR LOS ANGELES IS $71
FOR TRAVEL
ON OR AFTER 10/1/11

54. Now what do I do?!? What is the per diem rate For Wheaton, IL
It isn’t listed under
Primary Destination.
Now what do I do?!?

55. National Assn of Counties
CITY NOT LISTED UNDER
PRIMARY DESTINATION?
Click here to go to
National Assn of Counties

56. Enter the city name
(Do not enter state)
Click on
‘Search for County’

57. WHEATON
IS IN
DUPAGE COUNTY

58. Be sure correct year is selected
CLICK
INSIDE
STATE

59. FIND COUNTY
THE
DUPAGE COUNTY
PER DIEM RATE
$61

60. What if neither the City
nor County are listed?!?!

61. Be sure correct year is selected
CLICK
INSIDE
STATE

62. Found in first row of all states
Standard Per Diem
Found in first row of all states
$46.00 PER DAY
(October1, 2011 – September 30, 2012)

63. Alaska & Hawaii per diem rates
Subsistence:
Alaska & Hawaii per diem rates

64. Click on Subsistence Tab
Click on the Alaska, Hawaii, US Possessions Link
Then #1 – Department of Defense Per Diem

65. OR Click here on the CONUS site
Alaska, Hawaii, US Territories & Possessions (Non Contiguous)
Click here on the CONUS site

66. 1) Click drop-down arrow 2) Click drop-down arrow
Department of Defense Site
1) Click drop-down arrow
to select
COUNTRY/STATE
2) Click drop-down arrow
to specify
Date of Travel
3) Click CALCULATE

67. To find total per diem rate Add: Local Meals and Local Incidental
To find total per diem rate
Add:
Local Meals and Local Incidental

68. Add: Local Meals: $96 Total Per Diem: $120 For Isle of Maui
Local Incidental: $24
Total Per Diem: $120

69. FOREIGN TRAVEL Subsistence - Foreign
Reimbursed at the Federal OCONUS Rate
(Outside Continental United States)

70. SELECT
LOCATION OF
TRAVEL

71. 1) USE DROPDOWN TO SELECT LOCATION OF TRAVEL LET’S SELECT AUSTRALIA
2) Click on ‘GO’

72. USE DROPDOWN
TO SELECT
CORRECT DATES
OF TRAVEL
CLICK ‘GO’

73. FIND CITY (POST) NAME
AND
M & IE (PER DIEM) RATE
Sydney
$157
for
October 2011

74. IF THE CITY YOU NEED
IS NOT LISTED
USE RATE FOR
‘OTHER’

75. Subsistence: Domestic and Foreign
Meals & Incidental Expenses (M & IE) are paid at the rate for the location of business from time the individual leaves station until return to station.
Trips involving multiple approved business locations in one day will be paid at the location of lodging.
M & I E rate at rest stop will be paid at rest stop rate if lodging is obtained - otherwise at destination rate

76. Foreign Travel REIMBURSABLE EXPENSES:
Visas, passports & other travel documents
Including fees for a physical examination if one is required to obtain a passport and/or visa
Photographs for travel documents
Foreign County Exit Fees
Costs of Birth, health and identity certificates (when required)
Inoculations (when required)
Currency exchange fees

77. Currency Exchange:
The calculation for the exchange should be printed from web or written directly on the receipt.

78. Some sites do not allow a date to be entered.
Enter currency type
Enter currency type needed
Results
Enter date of travel

79. Be sure to print conversion w/note matching the expense or write currency exchange and dollar amount on the receipt.

80. Mileage:
Travel in privately owned vehicles is reimbursed according to actual miles traveled.
Mileage rate is intended to compensate the traveler for gasoline, vehicle wear and tear, and insurance coverage on the personal vehicle.

81. Mileage:
Mileage to common destinations has been computed by the Travel Office and can be found at:

82. Mileage
When two or more staff travel together in a personal vehicle, the mileage reimbursement amount may not exceed the Drive VS Fly rule and may only be reimbursed to the driver of the personal vehicle. 
Each traveler is entitled to the allowable subsistence and lodging per policy.

83. Mileage: Current Rate: 55.5 cents per mile Prior Rate:
Mileage Rate for travel on or after July 1, 2011 – December 31, 2012:
55.5 cents per mile
Prior Rate:
Mileage Rate for travel between January 1, 2011 – June 30, 2011:
51 cents per mile

84. Mileage:
Mileage
is limited to the
“DRIVE vs. FLY”
Rule

85. Drive Vs Fly: TRAVEL TIME IS LIMITED TO: ONE DAY TO DESTINATION
ONE DAY RETURNING
THIS RULE SHOULD BE FOLLOWED WHEN FIGURING THE DRIVE VS FLY JUSTIFICATION

86. Drive Vs Fly
The mileage reimbursement cannot exceed the best available airfare prior to travel.
Expense must be the lesser of the actual mileage expense or total of:
Best available airfare (prior to travel)
Cost comparison from multiple carriers must be provided
Roundtrip mileage to airport
Airport Parking (Days of Business at our negotiated rate)
Shuttle expense to/from airport to business location (Not Rental Car)

87. Receipts:
Receipts (documentary evidence) are not required if expense, other than lodging, is less than $75.
Receipts are ALWAYS required for lodging.

88. Receipts:
Incidental expenses may be totaled in reasonable categories, i.e., parking, ‘without receipts’ as long as the total is under $75.

89. Rental Vehicles:
Original itemized receipt must accompany the Form 25, Request for Reimbursement (unless under $75)
Parking and gasoline charges for rental vehicles are reimbursable

90. Rental Vehicles
If the traveler opts for a weekly rate (5 or 7 day) because the total cost is less than expense at the daily rate for the business days, the weekly rate amount will be reimbursed, unless the traveler extends the stay for personal reasons.
If the traveler extends the stay for personal reasons, the weekly rate will be pro-rated and only the amount directly related to University business will be reimbursed.

91. 4-Day Business Event Vehicle rental cost is $35/day or $125/5-day week
1) If the traveler opts for the weekly rate
Allowable reimbursement is:
$125 - If trip is not extended for personal business
2) If traveler opts for daily rental
$35 X 4 business days = $140
The weekly rental option provides a $15 savings and is encouraged.

92. 4-Day Business Event Vehicle rental cost is $35/day or $125/5-day week
If the traveler opts for the weekly rate and extends travel for personal business keeping the rental vehicle for the additional day.
Allowable reimbursement is:
$125 weekly rate/5 rental days =
$25/day times 4 days = $100
$25 of the cost is the traveler's personal expense

93. DOMESTIC RENTALS INSURANCE IS NOT REIMBURSABLE
Car Rentals
DOMESTIC RENTALS INSURANCE IS NOT REIMBURSABLE
COLLISION (CDW)
LIABILITY (LIS)
PERSONAL ACCIDENT INSURANCE (PAI)
PERSONAL EFFECTS COVERAGE (PEC)

94. Rental Vehicles: FOREIGN RENTALS
Risk Management requests that travelers purchase basic insurance when renting a vehicle in another country
Check Memos on Risk Management website:

95. Rental Vehicles: Size of Vehicle?
QUESTION:
Does a traveler need a higher priced convertible or SUV rental when a standard or intermediate car will accomplish the mission of the trip?
ANSWER:
No, unless business need is documented

96. Rental Vehicles Purdue has 2 preferred rental car agreements:
National Car Rental:
Contract ID
Enterprise Car Rental:
Contract ID XZ08035
PIN: PUR
Links to book directly are found at:

97. Air Travel
Reimbursed at economy/coach fare
Must use a U.S. Carrier (if trip supported by Federal funding)

98. Important information for new travelers
Air Travel:
Important information for new travelers
Faculty and staff traveling on University business may prepay the cost of airfare expenses (without any personal destinations) using the department purchasing card as long as Form 17 is completed with all necessary approval signatures.
The use of the purchasing card for pre-payment of travel expenses is limited to airfare and registration fees.

99. The purchasing card may only
Air Travel:
The purchasing card may only
be used for official University business.
It should Not be used for combination business and personal airfare.

100. Air Travel Airfare Receipts must include: Name of Traveler
Name/Designator Code of Air Carrier
Dates of Travel
Destination(s) or leg(s) of trip
Fare/Class of ticket
Total cost of ticket

101. Air Travel Airfare Receipts
Passenger Coupon, Itinerary, E-ticket Receipt or combination of Required Information may be used as payment documentation (unless under $75)
If an internet booking tool, such as Expedia, is used be sure to print the confirmation of payment, not the quote.
Attach receipt/documentation to the Form 25.
NOTE: Boarding Passes and Credit Card Receipts may only be used as back-up documentation to verify required information.

102. Air Travel
If traveler upgrades, to business or first class, documentation should be provided to show no additional cost incurred.
A cost comparison must be attached as proof.
Any charges to use points are not reimbursable.

103. Air Travel
Why must I travel using US Flag Air Carrier when using federal funds? This is a federal regulation is
NOT a Purdue policy It applies to both domestic and foreign air travel. 49 USC (commonly known as the ‘Fly America Act’), to use U.S. flag air carrier service for all travel funded by federal funds.

104. Air Travel:
What is U.S. Flag Air Carrier Service? When the ticket identifies the U.S. flag carrier’s designator code and flight number. American Airlines AA United Airline UA

105. Air Travel:
CODE SHARE U.S. Flag Air Carrier service also includes service provided under a code share/partnership agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations.

106. Air Travel:
What is a CODE SHARE Flight?
Each carrier can lease space on the aircraft owned by the other carrier (domestic & foreign).
The traveler is considered to be on a Code Share flight if a ticket is purchased from one carrier but traveler flies on the aircraft of another carrier.

107. Air Travel:
What should the ticket show to qualify as a US Carrier when using Federal Funds and purchasing a code share ticket?
Allowable when paying with federal funds:
UA 1002 (Operated by LH 1224)
Not Allowable when paying with federal funds:
LH 1224 (Operated by UA 1002)
DESIGNATOR CODES: UA = United Airlines
LH = Lufthansa (non US Carrier)

108. Air Travel
May I travel on foreign air carrier if cost of ticket is less or it’s more convenient or preferred by traveler?
No PRF or non-federal funds may be used to reimburse the traveler for the airfare.

109. Air Travel:
Must the traveler provide any special certification or document if a foreign air carrier is properly used when the trip is paid by federal funds? YES The traveler must provide a signed statement including: a) Name of Traveler b) Dates Traveled c) Detailed itinerary of travel including air carrier, flight number for each leg of trip d) Statement explaining which exception applies and comparison/quote if needed. This form is found at:

110. Air Travel
For list of approved exceptions that qualify as proper use a non-US flag carrier when trip is funded by federal funds.
Visit:

111. Bus / Train:
Travel by bus or train is a reimbursable expense provided acceptable receipts (if $75 or greater) are provided.
University travelers must use coach-class accommodations.

112. Train: Coach-class is defined as:
“The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of fare paid.
Coach-class may include slumber coach accommodations when overnight train travel is involved.”

113. Taxi:
Reimbursement is limited to travel between official business station and
Transportation terminal
Location of University Business
To research site
To transport prospective or current donors
NOTE: The starting and ending locations of each taxi trip must be indicated on the Form 25.

114. Lodging:
Lodging expense is reimbursable with an original receipt from a commercial lodging establishment or print out the paid receipt from online booking tool.

115. Lodging:
Lodging may be prepaid in Egencia Corporate Travel (ECT) by a Certified Arranger or in Purdue Hotels.com.
Always check payment types when booking:
Expense hits card immediately – PU Hotels.com
Expense hits card day of check-in - ECT
Hold/Reserve only – traveler must pay with personal card at check-in (Both PU Hotels.com and ECT)
Be sure traveler is aware of booking type
Traveler should always take copy of booking information/confirmation to present at check-in.
Traveler must always have a personal credit card available when checking in at the hotel.

116. A lodging receipt is always required!
The lodging receipt should be itemized
The receipt must show dates of occupancy and the name and address of the place of lodging.
Single/Standard room rate or a notation signed by hotel clerk if non-employee stayed in room with traveler
(Room rates for 1-2 people are fine as long as it’s a standard room)

117. Lodging Late checkout fees are not reimbursable
Most lodging establishments have facilities to store luggage
If there is a fee for storing luggage it is a reimbursable expense

118. Registrations May be prepaid by invoice voucher or P-card
Proper approvals must be obtained prior to payment
Prepayments should be noted in box 14 of Form 17 (if required)
Meals, tours, and other costs in addition to the registration fee must be paid by the traveler

119. Registrations:
Individual Membership Dues Are Reimbursable if Under $500

120. BUSINESS TRAVEL WITH PERSONAL TIME

121. Airfare / Business w-Personal
Reimbursement is not allowable for personal destinations included in airfare.
If traveler includes personal destinations with business travel:
The dept P-card cannot be used to prepay and
A comparison/quote for airfare to business destination for the days of business must be obtained prior to the trip.

122. Car Rental / Business w-Personal
Only the amount directly related to university business can be reimbursed if the traveler keeps the vehicle for personal days.
The reimbursement must be pro-rated for personal days.

123. Lodging / Business w-Personal
If the room is shared with family or friends, it is the traveler's responsibility to ask the hotel to indicate the “single room rate” on the receipt at the time of check-out.
Any additional days stayed while on personal business is not reimbursable.

124. Subsistence / Business w-Personal
Subsistence will not be reimbursed for any days in which an employee is in vacation status

125. Parking / Business w-Personal
Parking expenses at airport and hotels must be reduced for any personal days

126. Cost Comparisons/Quotes
Comparisons are acceptable if:
Obtained ‘prior’ to travel
Show the lowest available commercial coach airfare (using quote from multiple carriers) for one individual traveling to and from the business destination for the days of business!

127. Cost Comparisons/Quotes
ARE REQUIRED WHEN:
Under ‘Drive VS Fly’ Rule
Leaving from location other than official station
Discounted fare due to overnight stay (generally Saturday night)

128. Cost Comparisons/Quotes
Combining personal and business destinations
When using private, leased or chartered air
When using a train instead of air travel to go from one place to another in a foreign country

129. Cost Comparisons/Quotes
WHAT IS ACCEPTABLE DOCUMENTATION?
Printout from an online vendor, such as, Expedia or Orbitz.com (showing multiple carriers)
Acceptable comparison printouts should be the first page of search results
A comparison is for all available flights and airlines.
A written statement from a travel agency
Copy of a co-worker’s airfare receipt that attended the same business event without any personal time or destinations.

130. Cost Comparisons/Quotes
To qualify as 'prior', the comparison should be obtained before the purchase of airfare.
Best Practice: Get comparison at same time tickets are purchased
One Way tickets purchased separately to travel on personal business may not be used as a comparison

131. This would be the lowest available - $452.50
COST COMPARISON/QUOTES
This would be the lowest available - $452.50

132. This would be the lowest available - $520
COST COMPARISON/QUOTES
This would be the lowest available - $520

133. COST COMPARISON
THIS IS THE LOWEST AVAILABLE
Print out this page only

134. No Quote? Travel will be reimbursed as follows:
In the event a traveler has not provided a required comparison/quote prior to the trip, the comparison will be obtained by the Central Travel Office staff rather than the traveler or business office providing one.
Any remaining cost is the traveler's responsibility.

135. State Rates
SPS Grants may require the use of state travel reimbursement rates for Domestic or Foreign travel

136. Domestic Travel Funded by State of Indiana / SPS Grants
State Rates:
Domestic Travel Funded by State of Indiana / SPS Grants
IN-STATE
$26.00 Per Day
OUT-OF-STATE
$32.00 Per Day

137. SPS Grants Requiring Use of State Rates
SUBSISTENCE RATES
FOREIGN OVERNIGHT
SPS Grants Requiring Use of State Rates
$ Japan
$ Korea and Taiwan
$ China, France, Great Britain, Germany, Netherlands, and Singapore
$ For all other countries

138. MILEAGE For Travel On or After May 1, 2011
State Rates:
MILEAGE For Travel On or After May 1, 2011
All Mileage $.44 PER MILE

139. Variance Statements: Required When:
Significant change in business location (different cities, states or countries)
There is a change in business travel dates
Subsistence is requested for more than two days over number of business days approved
Dollar amount is more than approximately 20% different than estimate
Change in account number

140. Cancelled Trips Dept head may cancel trip Emergencies occur, such as
Illness of traveler
Illness of immediate family member
All other reasons must be approved in writing by individual who approved Form 17.

141. Cancelled Trips
If the University prepaid the airfare, a ticket can only be exchanged for a trip based solely on business.
Personal destination may NOT be included.

142. No Expense Form 17
A Form 17 is required even if there is no expense to university
Designate: “No Cost to University” on Form 17. Keep on file in the business office.

143. Reimbursement
Form 25 Travel Reimbursement Request An employee is reimbursed after adequately accounting for travel expenses by giving a statement of expense showing dates and destinations of business travel along with documentary evidence (such as receipts), mileage, and other expenses related to business travel.

144. Reimbursement
All reimbursements for university business travel should be requested within a reasonable period of time. Reasonable Period of Time: 120 days from the end of the business trip.

145. Form 25 Routing: Traveler or department prepares the Form 25
Traveler must sign document
Business office audits the Form 25 for compliance with university travel policies
All accompanying documents are attached

146. Form 25 Routing:
Department head or person with Dept. Head signature authority must sign the form to approve the funding
Be sure it’s correct before signing
If the same person is signing both lines, initials are acceptable on the comptroller line.

147. Common Errors Missing Signatures Traveler Approvals
Driver Certification Box Not checked
Official Business Dates & Times
Confusion between Box 5-6 and 10
US Dept of State Warning Link
Missing Waiver

148. Common Errors Wrong PUID No Cost Comparison Rental Vehicle - Insurance
Airfare - U.S. Air Carrier / Code Share
Form 17 approvals prior to travel & prepayments
Drive Vs Fly Rules

149. General Ledger Codes for Travel
IN-STATE TRAVEL
OUT-OF-STATE TRAVEL
SAME DAY TRAVEL
FOREIGN TRAVEL
DOMESTIC AIRFARE
FOREIGN AIRFARE
DOMESTIC REGISTRATION
FOREIGN REGISTRATION

150. Reimbursement is Sent Directly to the Employee
Via
Direct Deposit or Check

151. Remittance Advice
The remittance advice (Check Stub) will be ed to those with direct deposit as long as their address is in the OnePurdue system.
Otherwise, it will be with check.

152. ATTACH AN EXPLANATION OF ANY OUT OF ORDINARY SITUATIONS

153. Helpful Hints to Avoid Delays
Educate your travelers!!!
Review before signing – Don’t Assume
Become familiar with the travel website
Join the travel mailing list – Read Purdue News or Purdue Today
Don’t wait on the Central Travel Office to find a problem – call or us if in doubt
Same ‘general’ rules apply for both domestic and foreign travel

154. THE TRAVEL AUDITORS WILL AUDIT FOR BUSINESS OFFICE SIGNATURE

155. Approximately 31,000 travel reimbursement documents are processed per year.

156. Open Door Policy
SEND A FAX
DROP BY
CAMPUS MAIL
CALL

157. Questions
Questions