Good Morning,

As an update to my original email below, please see today’s related announcement in PurdueToday which slightly revises this process: https://www.purdue.edu/newsroom/purduetoday/releases/2022/Q1/new-online-submission-form-available-to-assist-with-travel-expense-reporting-process.html.

“A new online submission form is now available to assist those who travel on official University-related business with the travel expense reporting process.

Last year, Purdue Travel announced that travel expense reports would be centralized through its department. The transition from having travelers submit their own expense reports to having the Purdue Travel department compile the travel expense report on a traveler’s behalf was completed in December.

At that time, travelers or their delegates were given two methods to submit expenses for reimbursement upon returning from travel: 

• Add business expense receipts to the receipt store in the Concur mobile app. If travel was booked through Concur, Purdue Travel will reach out to the traveler or delegate to initiate the expense report process.
• Attach business expense receipts in an email to purduetravel@purdue.edu. Travelers or their delegates must initiate this process on their own.

Now, the online form will assist with the expense reporting process and the following changes will be made to the two submission methods:

• Add business expense receipts to the receipt store in the Concur mobile app. If travel was booked through Concur, Purdue Travel will reach out to the traveler or delegate with the form to obtain additional information to complete the expense report.
• *Instead of emailing purduetravel@purdue.edu for the second method, travelers or their delegates must submit receipts and expenses that were not booked through Concur or Anthony Travel through the online form.*

If receipts have already been submitted to purduetravel@purdue.edu, do not resubmit using the form as it will create duplicate records.

The online form can also be found on the Purdue Travel website. Questions may be directed to Purdue Travel at 765-496-7354 or purduetravel@purdue.edu.”

Best regards,

Benjamin Overly

Business Manager

Biomedical Engineering & LORRE

Purdue University

From: Bmestaff-list <bmestaff-list-bounces@ecn.purdue.edu> On Behalf Of Overly, Benjamin E
Sent: Thursday, January 27, 2022 3:09 PM
To: bmestaff-list@ecn.purdue.edu; Bmewlfaculty-list@ecn.purdue.edu; bmepostdocs-list@ecn.purdue.edu; bmegradstudents-list@ecn.purdue.edu
Subject: [Bmestaff-list] Travel Expense Report Process Change
Importance: High

Good Afternoon,

Going forward, Purdue Travel has been restructured in order to assist with the Concur expense report process for employees who travel. Please see the below update on the new process and contact information for questions:

Purdue Travel will provide all employees with a central, convenient way to submit travel receipts and business mileage, and then compile the travel expense report on the traveler’s behalf. With this change, there is now a team dedicated to the creation of expense reports. Based on a completed pilot program, the centralization of travel expense reports is expected to significantly reduce the time to create an expense report and reimburse the traveler to just four to seven days. By transitioning this work to dedicated Purdue Travel staff, employees will have more time to focus on their core responsibilities.

All employees or their delegates will need to submit expenses for reimbursement using one of the following methods upon returning from business travel:

• Add business expense receipts to the receipt store in the Concur mobile app. If travel was booked through Concur or Anthony Travel, Purdue Travel will reach out to the traveler/delegate to initiate the expense report process.
• Attach business expense receipts in an email to purduetravel@purdue.edu. Travelers or their delegates must initiate this process on their own by emailing the receipts.

A list of required information and documentation is available on the Travel website under the “Expense Reimbursement” header.

For business mileage reimbursement to Purdue employees, either of the above processes may be used. The traveler will need to provide a copy of their mileage log or screenshots showing the distance of business mileage traveled (e.g., using Google Maps). The traveler also must provide the reason for travel in the comment box in Concur or in the email to purduetravel@purdue.edu.

The Purdue Travel website has been updated to reflect the changes to travel expense reports. Additional information and resources will be added as they become available. Questions may be directed to Purdue Travel at 765-494-7354 or purduetravel@purdue.edu.

Thank you!

Benjamin Overly

Business Manager

Biomedical Engineering & LORRE

Purdue University