University travel guidelines are expected to be followed when traveling on official University business. University travelers seeking reimbursement should incur the lowest reasonable travel expense and should exercise care to avoid impropriety or the appearance of impropriety, including the public perception that a business trip has been taken for personal reasons. If a circumstance arises that is not specifically covered, either the most conservative course within the “spirit” of the travel regulations shall be adopted or consultation for guidance from Purdue West Lafayette Central Travel should be pursued.
An individual is in travel status when traveling on official business for PNW whether or not expenses will be reimbursed by the University.
Travel to a Conference
When University funds are awarded to students to travel to professional conferences to present papers, posters, or creative work, approval from the department funding the travel must be documented, if the student will be reimbursed for any travel expenses.
Allowable expenses include transportation, lodging, food, and other travel-related expenses based on funding limit.
Approval to Drive
If students will be driving a personal vehicle, and want to be reimbursed, they must possess a valid United States or Canadian driver’s license, and have an approved RM01 form signed by Risk Management.
Reimbursement of travel expenses
Travel expenses will be reimbursed after the travel. The reimbursement process does vary per student. If the student works on-campus, an Expense Report can be prepared in the Concur Travel & Expense system. If not an employee, a Direct Invoice Voucher and Substitute W-9 would need to be prepared by the department funding the travel, and submitted through the Business office process for payment.
Faculty & Staff Travel
Travel to a Conference
The traveler should follow department guidelines of how to secure approval (verbal or in writing) from his/her supervisor prior to booking any travel. Approval prior to the trip insures that the traveler’s supervisor and/or department head approves of the activity, funds are available for reimbursement, and traveler is covered under workman’s compensation insurance.
Travel with Students on a Field Trip
When students are being taken off-campus, the faculty/staff member should secure the proper approval.
Travel on Grant Funds
Please complete the Pre-Trip Approval form. Sign it, obtain PIs signature and submit a scanned version to the Office of Research and Graduate Studies (email@example.com) prior to preparing your trip information in Concur.
Reimbursement of Travel Expenses
Travel expenses will be reimbursed after the travel. An Expense report should be prepared in the Concur Travel & Expense system within 30-60 days after the travel takes place.
Concur Travel and Expense
Concur is the leading provider of integrated travel and expense management solutions, and is a trusted partner by many universities across the United States.
Purdue University automated the Travel process to create a four-way integration that was built between the Concur Travel and Expense system, Anthony Travel, JP Morgan Chase, and SAP.
The traveler should get approval (verbal or in writing) from their supervisor prior to booking any travel. Approval prior to the trip insures that the traveler’s supervisor and/or department head approves of the activity, funds are available for reimbursement, and traveler is covered under workman’s compensation insurance.
Request tab – the Travel request in the Concur system communicates that the traveler will be in travel status. A Travel request is required when the traveler is:
- Using a common carrier, i.e., airfare, train, or boat
- If traveling internationally
- No cost trip to Purdue University
The Travel request must be submitted in the Concur system at least two weeks prior to the departure.
Expense tab – the Expense report should be prepared within 30-60 days after the travel takes place.
How Do I
Enter an Account number in the Concur Travel & Expense system
When entering an account number in the Concur system for the first time, one must enter *, then the account number. Example: *3200000000
Book travel for a Prospective Employee
Prospective Employees visiting campus to interview for a position may be reimbursed for some of the trip’s associated expenses. Prior approval to reimburse these expenses is obtained by processing a Form 17C.
Book travel for a Speaker or Consultant of the University
A Speaker or Consultant visiting campus may be reimbursed for some of the trip’s associated expenses. Prior approval to reimburse these expenses is obtained by securing a fully approved and executed Speaker/Consultant Contract. Contact firstname.lastname@example.org for more information.