Department Travel FAQ's
PRE-TRIP/REQUEST:
Q Do I have to use Concur Travel and Expense?
Answer: Yes, while traveling on University business, it will be necessary to use Concur Travel and Expense, for permission to travel, if you reconcile Visa Travel Card charges, and be reimbursed for out-of-pocket expenses.
Q How do I log in to Concur Travel and Expense?
Answer: Go to the Purdue Employee Portal, click on the Concur Travel System icon. Log in with your career account information. (Your user ID in Concur)
Q Must I create the travel request myself?
Answer: No, the department delegate or assistant delegate may also create the travel request for you.
Q How do I add delegates in Concur? (Brenda Dittmar, department delegate; Betty Hartman, alternate delegate; Katie Pechin, account clerk; Fara Stalker, Business Office Manager.
Answer: In Business @ Purdue under Travel, find the Add delegates in Concur travel and expense QRC under Profile.
Q How should travel for Undergraduates or Undergraduate student groups be handled?
Answer: All non-employees traveling, including undergraduate students or student groups should contact Brenda. For additional help, contact Katie Pechin.
Q Do I have to book my travel through Concur?
Answer: No, though booking travel through Concur is rather simple, you may personally book your travel.
Q If I book my travel well in advance, when may I be reimbursed for travel expenses?
Answer: All reimbursements can be made only after the travel is complete through the submission of an expense report.
Q What are my options, if booking future travel is financially difficult?
Answer: The following options are available to the traveler:
- Purdue University VisaTravel Card for use only for business travel expenses More information
- Cash advance through Concur More information
- Seek Outside funding: Funding Opportunities
- For needed funds before your reimbursement is received: Student Financial Assistance
Q Can I reserve a University vehicle using Concur?
Answer: No, to reserve a University vehicle, contact Brenda or complete a form 1.
Q For domestic travel, if I prefer to drive to my destination for business instead of fly will I be reimbursed for the full amount of personal car mileage? Or if I have personal days are included with business days and/or I am traveling to multiple cities is a cost comparison needed?
Answer: For travel on or after October 1, 2016 drive vs. fly cost comparisons will be eliminated for domestic trips (inside the Continental United States) and replaced with a maximum reimbursable amount.
- $400 will be the maximum amount allowed for domestic trips (inside the continental United States).
The maximum amount reimbursable will be determined annually by the Central Travel Office based on the average ticket costs reporting by the US Department of Transportation, Bureau of Transportation Statistics.
Q For international travel travel, a Cost Comparison is still needed if personal days, and/or multiple cities are included in the itinerary or if I am leaving from a location other than Purdue?
Answer: YES, a cost comparison (round-trip, multiple airlines w/no filters) must be made prior to travel for flights for the days of business + the days prior to and after travel + personal car mileage or shuttle/train to the airport in Indianapolis/Chicago + airport parking + shuttle/taxi to/from the airport/hotel at the business location vs. personal car mileage from West Lafayette, IN to the business location. Traveler receives the lowest of the compared prices. More on Cost Comparison Requirements PLEASE LET BRENDA KNOW 3 WEEKS PRIOR TO TRAVEL OF THIS NEED, SHE WILL DO YOUR COST COMPARISON.
Q Is there a mobile app for Concur?
Answer: Yes. Concur for Mobile is available for Blackberry, iPhone and Android devices
Q Will the delegate be able to submit the request on my behalf?
Answer: Though the delegate can create the request and expense reports on your behalf, you must submit the first request/report. Delegates may submit either if it is returned for changes.
POST-TRIP/EXPENSE:
Q Am I able to I create the expense report myself?
Answer: No, after travel, complete the travel checklist, return it and all receipts to Brenda or Betty, or upload receipts directly to Concur. The department delegate or alternate delegate complete all expense reports for the department.
Q Do I need to upload or email Brenda all receipts?
Answer: Brenda needs receipts for the amount you wish to be reimbursed. Food receipts are not included unless you seek reimbursement for a hospitality meal. However, you must give an explanation of the following, even if you are not seeking reimbursement for them:
- Location where you stayed - If included, the hotel receipt must be itemized.
- Itinerary - Also, if the airfare reimbursement is requested, receipt is to be itemized.
Q How is fixed meal/per diem allowances calculated in Concur?
Answer: Once an itinerary, with dates and destinations is created in the expense report, Concur will pull the appropriate CONUS/OCONUS rate for each day of travel.
Q What if I have expenses charged to my Visa Travel Card, but they are not in Concur Travel and Expense to attach to my expense report?
Answer: Sometimes there is a delay between the transaction and the JP Morgan Chase transaction notices in Concur. Wait for these, since they must be matched in the report for payment of the card charges.
Q When will my travel charges post to SAP?
Answer: After the expense report is fully approved and paid.
Q How do I account for expenses I incurred on behalf of another employee who traveled with me?
Answer: You will allocate their expenses on your report by utilizing the attendee funtion in Concur.
Q How do I enable eReceipts in Concur?
Answer: After you login to Concur, click the Profile tab, then select E-Receipt activation. The E-Receipt Activation and User Agreement window will open. Read the agreement and then click "I Agree" to complete the eReceipt activation.
Q Will the delegate be able to submit my expense report for me?
Answer: The traveler must make the first submission, but delegates may submit the report if it is returned for changes.
Department Delegate: Brenda Dittmar, bdittmar@purdue.edu
Assistant Delegate: Betty Hartman, ehartman@purdue.edu
Account Clerk: Katie Pechin, kmpechin@purdue.edu
Business Manager: Fara Stalker, fstalker@purdue.edu
Further travel Information can be obtained at Purdue Travel