2 Contact Information:Travel Questions:Michelle Holt…………………………………..…Linda Ford……..…………………………………Travel Fax……………………………………………41379Travel Arranger for Business Services StaffLinda Harvey……………………………………….40226Travel Website:
3 Objectives: Brief Overview of Concur Travel & Expense Process Present Overview of the University Travel RegulationsExplain Changes & UpdatesAnswer 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 reimbursementIntegrate a travel agency (ALTOUR)Increase services to travelersVisibility into travel spend for leverage in negotiating discounts with suppliersProvide improved risk managementImplement 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, & reimbursementOne Stop Shop with travel policies built inAutomatically captures e-receipts and travel card chargesProvides 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 & ExpenseALTOUR TravelJP Morgan Chase Travel CardSAPFour basic roles in Concur Travel & Expense:TravelerApproverDelegate (Arranger/Assistant)Administrator
7 Overview of Concur Travel & Expense Implementation/Rollout PlanWe are currently in a soft pilot rollout of Comptroller, Procurement and University DevelopmentThe 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 PROGRAMEach 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 territoriesAmerican SamoaGuamNorthern Mariana IslandsPuerto RicoSwains IslandU.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-STATETRAVELAll 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 reasonExample: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 & territoriesEXCEPTIN-STATE
17 Foreign Travel: Travel outside: United States (50 States) U.S. possessions and territories
18 UNIVERSITY BUSINESS TRAVEL Approval Process:PRIMARY REGULATION:ALLUNIVERSITY BUSINESS TRAVELMUST BEPRE-APPROVED
19 Approval Process:Approvals must be obtained prior to travel for all types of travel.The Approval Process:Communicates the need to travelPresents an estimate of expensesGains 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 IndianaStaff can be added or deletedMemo 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 necessaryMemo should be renewed annually (fiscal or calendar) if the situation is the same.
23 (Other than In-State or Blanket) FORM 17 APPROVAL PROCESSDOMESTIC TRAVEL(Other than In-State or Blanket)All FundsSource of Funds/Fiscal Approval Signature (Line 19)Delegated to Business OfficeBased on approval level of Comptroller authorizationVerify for allowability, reasonableness, fund availability, and university policyProgrammatic Approval Signature (Line 20)May be Delegated to Department HeadConfirm the trip is appropriate and within the mission of the departmentDepartment for Completion
24 FORM 17 APPROVAL PROCESS FOREIGN TRAVEL Non-Sponsored Program Funds including NIH, NSF, and Voluntary Support administered by SPSSponsored Program Funds(Other than NIH, NSF, and Voluntary Support)Funding Split between SPS and other fundingFiscal ApprovalSource of Funds - Line 19based on level of Comptroller authorizationFiscal ApprovalSource of Funds - Line 19based on level of Comptroller authorizationSPSSource of Funds – Line 15SPSSource of Funds – Line 15Programmatic Approval – Line 20Vice President, Dean or DesigneeProgrammatic Approval – Line 20Vice President, Dean or DesigneeProgrammatic Approval – Line 20Vice President, Dean or DesigneeDepartment for CompletionDepartment for CompletionDepartment for Completion
25 Role of the Business Office Documents are completeAll approval signatures are obtainedFunds are available to support tripFederal Funds??Proper Use of U.S. Carrier/Code ShareIf non-US Carrier used, is Certification attachedAppropriate use of G/L account numbers
26 Travel allowable and allocable Proper application of policy Travel WarningsVehicle Use PolicyPersonal TimeCost 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 InsuranceIf the traveler is going to a country outside the 50 United States, they must be covered by the International Evacuation & Medical InsuranceForm Line 11 and 14JLength of Stay: 1 – 35 days$0 for faculty and staff$32 for students and grad studentsA copy of the completed and approved form 17 must be sent/faxed to Risk Management ( )
29 Verified by Business Office: VEHICLE USE POLICYIf the traveler has expenses on Form 17Box 14: A, B, C, or EBox 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 WARNINGSIf 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/OCONUSBased on Location of University Business
32 Subsistence / Per Diem / M & IE Is Intended to Pay for:MealsTips (meals)Telephone Calls(other than business)Laundry, Dry Cleaning, or Pressing Clothes(Travel less than 4 days)Appliances in RoomTelevision / MoviesGamesLocksmithLate Check-Out FeesTravel Insurance (ticket guarantees)
33 Allowable Miscellaneous Expenses (For Business Only): Baggage chargesServices of guides, interpreters, or driversReasonable accommodations for employees with special needs, i.e., services of an attendant/assistantUse of computers, printers, fax machines, and scannersOfficial telephone calls and/or phone serviceFees for conference/meeting rooms and equipment
34 Allowable Miscellaneous Expenses (For Business Only): Wi-Fi Fees for Business UseLaundry, cleaning, and pressing of clothingTo qualify, the traveler must at least 4 consecutive nights on official businessLodging fees/taxes, energy surcharges when fees are not optionalSafe in room or daily telephone feesEmergency purchases of materials or servicesFilm, batteries, copies, etc
35 Subsistence Overnight Travel Domestic & ForeignTravel on or after 7/1/2012Objectives:First and Last Day of Travel75% of Full Day M & IE Rate(Based upon Location of Business That Day)Additional days in Travel Status100% of Full Day M & IE Rate
36 Objectives: For trips involving Subsistence Overnight TravelDomestic & ForeignTravel on or after 7/1/2012Objectives:For trips involvingmultiple ‘approved’ business locations in one day:Subsistence will be paid at the ratefor the location of lodging
37 SUBSISTENCE (Domestic & Foreign) (Travel on or after 7/1/2012) When travel isYour allowance isMore than 12 but less than 24 hours75 percent of the applicable M&IE rate for each calendar day you are in a travel status.24 hours or more, onThe day of departure75 percent of the applicable M&IE rate.Full days of travel100 percent of the applicable M&IE rate.The last day of travel75 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$71Breakfast (Including Continental Breakfast)LunchDinnerIncidentalsFirst & Last Day of Travel71123534.508122638.259132942.0010153145.75163449.50183653.25
39 MEAL DEDUCTIONS – Outside the Continental United States (Travel on or after 7/1/2012) Allocation of M & IE ratesto be used in making meal deductionsfor travel to localitiesoutside 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.
41 Subsistence-Same DayTo 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 ALLOWANCETRAVEL STATUS75% of the CONUS rate for business destination12 to 24 Hours(Travel Only)No Subsistence AllowedLess Than 12 Hours
43 SUBSISTENCE Domestic and Foreign for Travel before July 1, 2012.
44 FULL DAY (Based on Location of Lodging) SubsistenceDomestic & ForeignOvernight TravelFULL DAY (Based on Location of Lodging)100% OF Full Day M & IE RateLeave before 8 AM; return after 5 PMPARTIAL DAY (Based on Location of Lodging)75% of Full Day M & IE RateLeave after 8 AM; return before 5 PM
45 Meal Deductions: Meals Provided: Breakfast: Deduct 25% of Full M & IE RateLunch: Deduct 25% of Full M & IE RateDinner: Deduct 50% of Full M & IE Rate
47 Subsistence-Same DayTo 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 destination12 Hours but less than 16 Hours(Travel Only)100% of the CONUS rate for business destination16 Hours or More
49 Click onSubsistence Linkto findDomestic Per DiemRates
74 IF THE CITY YOU NEEDIS NOT LISTEDUSE 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 documentsIncluding fees for a physical examination if one is required to obtain a passport and/or visaPhotographs for travel documentsForeign County Exit FeesCosts 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 typeEnter currency type neededResultsEnter 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 MileageWhen 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 milePrior Rate:Mileage Rate for travel between January 1, 2011 – June 30, 2011:51 cents per mile
84 Mileage:Mileageis limited to the“DRIVE vs. FLY”Rule
85 Drive Vs Fly: TRAVEL TIME IS LIMITED TO: ONE DAY TO DESTINATION ONE DAY RETURNINGTHIS RULE SHOULD BE FOLLOWED WHEN FIGURING THE DRIVE VS FLY JUSTIFICATION
86 Drive Vs FlyThe 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 providedRoundtrip mileage to airportAirport 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 VehiclesIf 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 rateAllowable reimbursement is:$125 - If trip is not extended for personal business2) If traveler opts for daily rental$35 X 4 business days = $140The 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 RentalsDOMESTIC RENTALS INSURANCE IS NOT REIMBURSABLECOLLISION (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 countryCheck 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 IDEnterprise Car Rental:Contract ID XZ08035PIN: PURLinks to book directly are found at:
97 Air TravelReimbursed at economy/coach fareMust use a U.S. Carrier (if trip supported by Federal funding)
98 Important information for new travelers Air Travel:Important information for new travelersFaculty 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 onlybe 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 CarrierDates of TravelDestination(s) or leg(s) of tripFare/Class of ticketTotal 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 TravelIf 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 TravelWhy must I travel using US Flag Air Carrier when using federal funds? This is a federal regulation isNOT 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 AirlinesLH = Lufthansa (non US Carrier)
108 Air TravelMay 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 TravelFor 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 andTransportation terminalLocation of University BusinessTo research siteTo transport prospective or current donorsNOTE: 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.comExpense hits card day of check-in - ECTHold/Reserve only – traveler must pay with personal card at check-in (Both PU Hotels.com and ECT)Be sure traveler is aware of booking typeTraveler 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 itemizedThe 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 luggageIf 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 paymentPrepayments 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
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 andA 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 travelShow 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’ RuleLeaving from location other than official stationDiscounted fare due to overnight stay (generally Saturday night)
128 Cost Comparisons/Quotes Combining personal and business destinationsWhen using private, leased or chartered airWhen 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 resultsA comparison is for all available flights and airlines.A written statement from a travel agencyCopy 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 purchasedOne 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/QUOTESThis would be the lowest available - $452.50
132 This would be the lowest available - $520 COST COMPARISON/QUOTESThis would be the lowest available - $520
133 COST COMPARISONTHIS IS THE LOWEST AVAILABLEPrint 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 RatesSPS 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 GrantsIN-STATE$26.00 Per DayOUT-OF-STATE$32.00 Per Day
137 SPS Grants Requiring Use of State Rates SUBSISTENCE RATESFOREIGN OVERNIGHTSPS Grants Requiring Use of State Rates$ 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, 2011All 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 datesSubsistence is requested for more than two days over number of business days approvedDollar amount is more than approximately 20% different than estimateChange in account number
140 Cancelled Trips Dept head may cancel trip Emergencies occur, such as Illness of travelerIllness of immediate family memberAll other reasons must be approved in writing by individual who approved Form 17.
141 Cancelled TripsIf 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 17A Form 17 is required even if there is no expense to universityDesignate: “No Cost to University” on Form 17. Keep on file in the business office.
143 ReimbursementForm 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 ReimbursementAll 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 documentBusiness office audits the Form 25 for compliance with university travel policiesAll accompanying documents are attached
146 Form 25 Routing:Department head or person with Dept. Head signature authority must sign the form to approve the fundingBe sure it’s correct before signingIf 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 checkedOfficial Business Dates & TimesConfusion between Box 5-6 and 10US Dept of State Warning LinkMissing Waiver
148 Common Errors Wrong PUID No Cost Comparison Rental Vehicle - Insurance Airfare - U.S. Air Carrier / Code ShareForm 17 approvals prior to travel & prepaymentsDrive Vs Fly Rules
149 General Ledger Codes for Travel IN-STATE TRAVELOUT-OF-STATE TRAVELSAME DAY TRAVELFOREIGN TRAVELDOMESTIC AIRFAREFOREIGN AIRFAREDOMESTIC REGISTRATIONFOREIGN REGISTRATION
150 Reimbursement is Sent Directly to the Employee ViaDirect Deposit or Check
151 Remittance AdviceThe 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 AssumeBecome familiar with the travel websiteJoin the travel mailing list – Read Purdue News or Purdue TodayDon’t wait on the Central Travel Office to find a problem – call or us if in doubtSame ‘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 PolicySEND A FAXDROP BYCAMPUS MAILCALL