TRAVEL TRAINING
Travel Questions: [email protected]
Michelle Holt…………………………………..…..49037
Linda Ford……..…………………………………..41699
Travel Fax……………………………………………41379
Travel Arranger for Business Services Staff
Linda Harvey……………………………………….40226
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
SEND A FAX
CALL CAMPUS MAIL
Open Door Policy
Questions
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