TRAVEL TRAINING. Travel Questions: purduetravel@purdue.edu Michelle...

TRAVEL TRAINING

Travel Questions: purduetravel@purdue.edu

Michelle Holt…………………………………..…..49037

holtm@purdue.edu

Linda Ford……..…………………………………..41699

llford@purdue.edu

Travel Fax……………………………………………41379

Travel Arranger for Business Services Staff

Linda Harvey……………………………………….40226

lharvey@purdue.edu

Travel Website: http://www.purdue.edu/business/travel/

Contact Information:

• Brief Overview of Concur Travel & Expense Process

• Present Overview of the University Travel Regulations

• Explain Changes & Updates

• Answer Your Questions

Objectives:

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

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

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

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 8-10 months.

Each employee is unique and requires fair treatment.

The Business Office serves as our liaison on campus.

CURRENT PURDUE TRAVEL PROGRAM

DOMESTIC

Travel within and between:United States (50 States)U.S. possessions and territories

American SamoaGuam Northern Mariana Islands Puerto RicoSwains Island U.S. Virgin Islands

Types of Travel:

In-State / Blanket Travel:

Is there a Difference??

Yes!

In-State Travel:

IN-STATETRAVEL

All travel within the State of Indiana

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.

In-State Travel:

Blanket Travel:

Travel that frequently goes into contiguous states outside of Indiana.

Example: County Extension and Statewide Technology

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.

Blanket Travel

If Blanket Travel applies, the box must

be checked on the Form 25

Out of State Travel:

ALL DOMESTIC TRAVEL– United States– U.S. Possessions & territories

EXCEPT•IN-STATE

Foreign Travel:

Travel outside:

–United States (50 States)–U.S. possessions and territories

Approval Process:

PRIMARY REGULATION:

ALL UNIVERSITY BUSINESS

TRAVEL

MUST BEPRE-APPROVED

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)

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.

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).

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.

FORM 17 APPROVAL PROCESSDOMESTIC 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 authorizationVerify 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

FORM 17 APPROVAL PROCESSFOREIGN TRAVEL

Non-Sponsored Program Funds including NIH, NSF, and Voluntary

Support administered by SPS

Fiscal Approval Source of Funds - Line 19

based on level of Comptroller authorization

Programmatic Approval – Line 20

Vice President, Dean or Designee

Department for Completion

Sponsored Program Funds (Other than NIH, NSF, and

Voluntary Support)

SPSSource of Funds –

Line 15

Programmatic Approval – Line 20

Vice President, Dean or Designee

Department for Completion

Funding Split between SPS and other funding

Fiscal Approval Source of Funds - Line 19

based on level of Comptroller authorization

SPSSource of Funds – Line 15

Programmatic Approval – Line 20

Vice President, Dean or Designee

Department for Completion

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

ShareIf non-US Carrier used, is Certification

attached

Appropriate use of G/L account numbers

Travel allowable and allocable Proper application of policy

Travel Warnings

Vehicle Use Policy

Personal Time Cost Comparisons Provided

Role of the Business Office

Sponsored program review (other than NIH, NSF, or Voluntary Support)

Don’t Assume – Check thoroughly before approving!

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 17 - Line 11 and 14JLength 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 (496-1338)

Verified by Business Office:

VEHICLE USE POLICY If the traveler has expenses on Form 17Box 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 Managementhttp://www.purdue.edu/business/risk_mgmt/Vehicle_Use_Info/

index.html

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.

http://www.ippu.purdue.edu/Travel/index.cfm

Current Travel Warningshttp://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

Verified by Business Office:

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

Subsistence / Per Diem / M & IE

• 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)

Is Intended to Pay for:

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

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

Objectives:Subsistence Overnight Travel

Domestic & ForeignTravel on or after 7/1/2012

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

(Based upon Location of Business That Day)

Objectives:Subsistence Overnight Travel

Domestic & ForeignTravel on or after 7/1/2012

For trips involvingmultiple ‘approved’ business

locations in one day:

Subsistence will be paid at the rate for the location of lodging

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.

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

5

38.25

9

13

29

5

42.00

10

15

31

5

45.75

11

16

34

5

49.50

12

18

36

5

53.25

http://www.gsa.gov/portal/content/101518

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.

http://aoprals.state.gov/content.asp?content_id=114&menu_id=78

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.

Subsistence

SAME DAY TRAVEL

NO OVERNIGHT STAY!

Subsistence-Same Day

To qualify for subsistence for same To qualify for subsistence for same day travel, employees must be in day travel, employees must be in travel status (not combined work travel status (not combined work and travel) away from their *official and travel) away from their *official station/tax home twelve (12) hours station/tax home twelve (12) hours or more without purchasing lodging.or more without purchasing lodging.

*Official Station:*Official Station:The traveler’s regular place of business, post The traveler’s regular place of business, post

of duty or official work station. It includes of duty or official work station. It includes the entire city or general area in which the the entire city or general area in which the business or work is locatedbusiness or work is located..

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(Travel Only)

SUBSISTENCE Domestic and Foreign

for Travel before July 1, 2012.

SubsistenceDomestic & Foreign

Overnight Travel

FULL DAY (Based on Location of Lodging)100% OF Full Day M & IE RateLeave before 8 AM; return after 5

PM

PARTIAL DAY (Based on Location of Lodging)75% of Full Day M & IE RateLeave after 8 AM; return before 5

PM

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

Subsistence

SAME DAY TRAVEL

NO OVERNIGHT STAY!

Subsistence-Same Day

To qualify for subsistence for same To qualify for subsistence for same day travel, employees must be in day travel, employees must be in travel status (not combined work travel status (not combined work and travel) away from their *official and travel) away from their *official station/tax home twelve (12) hours station/tax home twelve (12) hours or more without purchasing lodging.or more without purchasing lodging.

*Official Station:*Official Station:The traveler’s regular place of business, post The traveler’s regular place of business, post

of duty or official work station. It includes of duty or official work station. It includes the entire city or general area in which the the entire city or general area in which the business or work is locatedbusiness or work is located..

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(Travel Only)

Click onSubsistence Link

to findDomestic Per Diem

Rates

Click on ‘CONUS’To Find

AppropriatePer Diem

Rate

The Federal Fiscal Year is 10/1 – 9/30

Be sure toClick the Down Arrow

To findAppropriate Year

http://www.gsa.gov/portal/category/21287

CLICK INSIDESTATE

Be sure correct year is selected

What is the CONUS rate forLos Angeles, California?

THE M & IE RATE FOR LOS ANGELES IS $71

FOR TRAVEL ON OR AFTER 10/1/11

What is theper diem rateFor Wheaton, IL

It isn’t listed under Primary Destination.

Now what do I do?!?

Click here to go toNational Assn of Counties

http://www.naco.org/Counties/Pages/CitySearch.aspx

CITY NOT LISTED UNDER PRIMARY DESTINATION?

Click on‘Search for County’

Enter the city name(Do not enter state)

WHEATONIS IN

DUPAGE COUNTY

CLICK INSIDESTATE

Be sure correct year is selected

THEDUPAGE COUNTYPER DIEM RATE

$61

FIND COUNTY

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

CLICK INSIDESTATE

Be sure correct year is selected

Standard Per DiemFound in first row of all states

$46.00 PER DAY(October1, 2011 – September 30, 2012)

Subsistence:

Alaska & Hawaii per diem rates

http://www.purdue.edu/business/travel/Subsistence/subsist2.html#Alaskahawaii

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

Click on Subsistence TabClick on the Alaska, Hawaii, US Possessions Link

Then #1 – Department of Defense Per Diem

OR

Alaska, Hawaii, US Territories & Possessions (Non Contiguous)

Click here on the CONUS site

1) Click drop-down arrow to select

COUNTRY/STATE

2) Click drop-down arrow to specify

Date of Travel

3) Click CALCULATE

Department of Defense Site

10-01-11

To find total per diem rateAdd:

Local Meals and Local Incidental

Total Per Diem: $120

For Isle of MauiAdd: Local Meals: $96

Local Incidental: $24

Subsistence - Foreign

FOREIGN TRAVEL

Reimbursed at the Federal OCONUS Rate

(Outside Continental United States)

http://aoprals.state.gov/web920/per_diem.asp

SELECTLOCATION OF

TRAVEL

1) USE DROPDOWN

TOSELECT

LOCATION OFTRAVEL

LET’S SELECTAUSTRALIA

2) Click on ‘GO’

USE DROPDOWN TO SELECT

CORRECT DATESOF TRAVEL

CLICK ‘GO’

Sydney$157for

October 2011

FIND CITY (POST) NAMEAND

M & IE (PER DIEM) RATE

IF THE CITY YOU NEEDIS NOT LISTEDUSE RATE FOR

‘OTHER’

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

Foreign TravelREIMBURSABLE 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

Currency Exchange:

The calculation for the exchange should be printed from web or written directly

on the receipt.

http://www.oanda.com/currency/converter/

ResultsEnter date of travel

Enter currency type neededEnter currency type

Some sites do not allow a date to be entered.

Be sure to print conversion w/note matching the expense or

write currency exchange and dollar amount on the receipt.

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.

Mileage:

Mileage to commondestinations has beencomputed by theTravel Office andcan be found at:

http://www.purdue.edu/business/travel/Transportation/Car/milechrt.html

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.

Mileage: Current 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

Mileage:

Mileage

is limited to the

“DRIVE vs. FLY”

Rule

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

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 (priorprior 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)

Receipts:

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

Receipts are ALWAYS required for lodging.

Receipts:

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

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

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.

Car Rentals

DOMESTIC RENTALSINSURANCE IS NOT REIMBURSABLE

COLLISION (CDW)

LIABILITY (LIS)

PERSONAL ACCIDENT INSURANCE (PAI)

PERSONAL EFFECTS COVERAGE (PEC)

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:

http://www.purdue.edu/business/risk_mgmt/index.html

Rental Vehicles:

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

Size of Vehicle?

Rental Vehicles

Purdue has 2 preferred rental car agreements:

National Car Rental:Contract ID 5004459

------------------------------

Enterprise Car Rental:Contract ID XZ08035

PIN: PUR

Links to book directly are found at:http://www.purdue.edu/business/travel/Discounts/

national.html

Air Travel

Reimbursed at economy/coach fare

Must use a U.S. Carrier(if trip supported by Federal funding)

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.

Air Travel:

The purchasing card may only be used for official University

business.

It should Not be used for combination business and personal airfare.

Air Travel

Airfare Receipts must include:Name of TravelerName/Designator Code of Air CarrierDates of TravelDestination(s) or leg(s) of tripFare/Class of ticketTotal cost of ticket

Air TravelAirfare ReceiptsPassenger 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.

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.

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 40118 (commonly known as the ‘Fly America Act’), to use U.S. flag air carrier service for

all travel funded by federal funds.

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 AAUnited Airline UA

Air Travel:

CODE SHAREU.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.

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.

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)

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.

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? YESThe traveler must provide a signed statement including:

a) Name of Travelerb) Dates Traveledc) Detailed itinerary of travel including air carrier, flight number for each leg of tripd) Statement explaining which exception applies and comparison/quote if needed.

This form is found at:http://www.purdue.edu/business/travel/pdf/FlyAmericaCertification.pdf

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: http://www.purdue.edu/business/travel/Transportation/Air_Travel/airfaretravel.html#usflag

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.

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.”

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.

Lodging:

Lodging expense is reimbursable with an original receipt from a commercial lodging

establishment or print out the paid

receipt from online booking tool.

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 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.

Lodging:

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)

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

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

Registrations:

Individual Membership Dues Are

Reimbursableif

Under $500

http://www.purdue.edu/business/account/BPM/Membership_Listing/dirpymt.html

BUSINESS TRAVELWITH

PERSONAL TIME

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.

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.

Car Rental / Business w-Personal

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.

Subsistence will not be reimbursed for any

days in which an employee is in vacation

status

Subsistence / Business w-Personal

Parking expenses at airport and hotels must be reduced for any personal days

Parking / Business w-Personal

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!

ARE REQUIRED WHEN:

Under ‘Drive VS Fly’ Rule

Leaving from location other than official station

Discounted fare due to overnight stay (generally Saturday night)

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

Cost Comparisons/Quotes

1) Printout from an online vendor, such as, Expedia or Orbitz.com (showing multiple carriers)

a. Acceptable comparison printouts should be the first page of search results

b. A comparison is for all available flights and airlines.

2) A written statement from a travel agency3) Copy of a co-worker’s airfare receipt that

attended the same business event without any personal time or destinations.

WHAT IS ACCEPTABLE DOCUMENTATION?

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

Cost Comparisons/Quotes

COST COMPARISON/QUOTES

This would be the lowest available - $452.50

This would be the lowest available - $520

COST COMPARISON/QUOTES

COST COMPARISON

THIS IS THE LOWEST AVAILABLEPrint out this page only

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.

State Rates

SPS Grants may require the use of state travel

reimbursement rates for Domestic or Foreign

travel

State Rates:

Domestic TravelFunded by

State of Indiana / SPS Grants

IN-STATE$26.00 Per Day

OUT-OF-STATE$32.00 Per Day

State Rates:

SUBSISTENCE RATESFOREIGN OVERNIGHT

SPS Grants Requiring Use of State Rates

$90 - Japan$85 - Korea and Taiwan$65 - China, France, Great Britain,

Germany, Netherlands, and Singapore$50 - For all other countries

State Rates:

MILEAGE For Travel On or After May 1, 2011

All Mileage $.44 PER MILE

http://www.purdue.edu/business/travel/Transportation/

statefundedtravel.html#current_mileage

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

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.

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.

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.

Reimbursement

Form 25Travel Reimbursement RequestAn 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.

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.

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

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.

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

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

General Ledger Codes for Travel

535110 IN-STATE TRAVEL535120 OUT-OF-STATE TRAVEL535195 SAME DAY TRAVEL535130 FOREIGN TRAVEL535170 DOMESTIC AIRFARE535175 FOREIGN AIRFARE533600 DOMESTIC REGISTRATION533605 FOREIGN REGISTRATION

Reimbursement

Reimbursement is Sent Directly to

the Employee Via

Direct Deposit or Check

Remittance Advice

The remittance advice (Check Stub) will be emailed to those with direct deposit as long as their email address is in the OnePurdue system.

Otherwise, it will be with check.

ATTACH AN EXPLANATION OF ANY OUT OF ORDINARY SITUATIONS

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 Business @ Purdue News or Purdue Today

Don’t wait on the Central Travel Office to find a problem – call or email us if in doubt

Same ‘general’ rules apply for both domestic and foreign travel

THE TRAVEL AUDITORS WILL AUDIT FOR

BUSINESS OFFICE SIGNATURE

Approximately 31,000 travel reimbursement documents are

processed per year.

DROP BY

E-MAIL

SEND A FAX

CALL CAMPUS MAIL

Open Door Policy

Questions

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