(Sent to BME faculty, staff, graduate students, post docs, and undergraduate students)

 

With BMES fast approaching, we thought you would benefit from the following guidelines and links to additional information you will need to know.

 

Hello Team,

 

All questions regarding travel and reimbursements should be directed to purduetravel@purdue.edu.

 

Purdue’s travel expense reports are now centralized through the West Lafayette Purdue Travel department. Please note, the guidelines within this email are for faculty, staff, and graduate students employed by Purdue University. For undergraduate students and non-employees (including fellowships), the reimbursement process is handled directly by the business office outside of Concur. These meetings will be handled by appointment only. Please contact Dylon Chase chase16@purdue.edu or the bmebo@purdue.edu to schedule.

 

To familiarize yourself with Concur and the travel process, we recommend taking the travel training course offered by Purdue located here. If you have additional questions there are also several reference guides and cheat sheets located here.

 

For faculty that plan to travel, we recommend obtaining a travel card to avoid out-of-pocket costs. For graduate students or staff employed by the University, it is recommended to obtain a travel card if they plan to travel more than 3 times per year. To apply for a travel card, please see here.

 

Expenses prior to travel:

 

Please see here for travel regulations prior to booking travel to determine what is allowable. This is broken down by category including airfare, personal travel, lodging, rental cars, meals, and other allowable expenses. All expenses must have a clear business purpose and be reasonable and appropriate for the circumstances. When incurring charges during your travel, please be sure to obtain itemized receipts for any expenses over $75. Itemized receipts are required for airfare, lodging, rental vehicles, and hospitality meals regardless of the cost. Effective July 1, 2024, meal expenses by receipt will not be reimbursed. Purdue pays per diem per IRS guidelines.  

 

It is recommended to either book travel within Concur or work with AAA Corporate Travel. When utilizing those resources, you can take advantage of already established partner discounts, as well as immediate support for travel issues that may occur before, during, and after travel.

 

 

Purdue Travel Contact Information:

AAA Corporate Travel Contact Information:

 

 

Reimbursement for travel expenses after travel has occurred:

 

Upon return from business travel, if travel was booked in Concur, Purdue Travel will reach out to the traveler one week after the trip ends to start the travel expense reimbursement process. If Concur or the University's travel agency was not utilized to book, upon returning from the business travel, the traveler should submit the receipts within 30 days from end of trip and the expense report submitted within 60 days from end of trip. Should you prefer, you may submit your receipts directly to Purdue Travel here to compile the expense report on your behalf. Effective July 1, 2024, personal reimbursement will not be allowable after 180 days after the last day of official business travel.

 

If you have additional questions regarding the process, you may email purduetravel@purdue.edu for further assistance. Further resources can also be found here.

 

Dylon Chase 

Business Manager 

Weldon School of Biomedical Engineering & LORRE


MJIS, 206 S Martin Jishcke Dr, West Lafayette, IN 47907

o: 765-494-2980

chase16@purdue.edu

 

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