Please read the requirements under each type of reimbursement to ensure that all required documents, information, and signatures have been submitted for a streamlined process and quick reimbursement. HR’s Personal Payments site provides additional information on the following topics:

  • Statement of Work
  • Honorarium/Participant Support/Services
  • Human Subject
  • Moving Allowance & Reimbursement
  • Reimbursement: Travel, Supplies, etc.
  • Prospective Employee Reimbursements
  • Living Allowance
  • Prizes/Awards
  • Fellowships
  • Scholarships
  • Cash Advance
  • Wire Transfers

Looking to be reimbursed? Follow this interactive link to find the instructions for your reimbursement submission request.

Current Employees

Please provide the Business Office with the following materials in order to process reimbursement for current employees.

  1. DIV Form
    1. Any hospitality charges must include the list of individuals at the event.
  2. Copies of itemized receipts must be included.
  3. Approval for the account from person with account authorization.

Prospective Employees

This includes Faculty and Graduate candidates which the Department or College is reimbursing for their travel to visit Purdue as part of the interview process. These reimbursements are processed via Form 17C (Excel) and can take approximately 10 business days.

Required information for reimbursement (*Any documents containing SSN or other protected data must be sent through the secure file sharing application, File Locker):

  • Account number to be charged listed on Form 17C
  • Completed Form 17C, with College signature and Business Manager initials
  • Ensure full address, including apartment numbers is provided on Form 17C
  • Itemized receipts must be provided per Purdue Travel Guidelines
  • Please be sure to clearly label and complete ALL areas of the documents
  • In the event the prospective employee brings a spouse and/or dependent, the following items are also required:
  • Substitute W9
    • Substitute W9’s should be in the same font or same print. Substitute W9’s are required to have a wet signature.
    • Substitute W9’s must include dashes in the Tax ID number
  • Payee Certification for the prospective employee.
  • Additional information can be found through HRs Personal Payments site.

Seminar Speakers

This includes guest speakers for seminars, symposia & events. Processing can take approximately 10 business days.

Required information for reimbursement (*Any documents containing SSN or other protected data must be sent through the secure file sharing application, File Locker):

More Information Regarding W9, Substitute W9, Wire Transfer, W-8BEN, W-8BEN-E Forms

  • Original Signatures are REQUIRED
    • Digital signatures cannot be accepted per Internal Audit.
    • DocuSign signatures are not accepted.
  • Tax ID Numbers (TIN) on a Sub W-9 must be in the following format:
    • XXX-XX-XXXX (SSN)
    • XX-XXXXXXX (EIN)
  • White out CANNOT be used.
  • Names must match the form and banking information
  • LLC organizations must specify the tax classification
  • Processing can take approximately 10 business days

Honorariums

Please provide the Business Office with the following materials in order to process honorariums

  1. Domestic Payee: DIV Form (must have Department Head signature and approval) and Payee Certification Form
  2. International Payee: DIV Form (must have Department Head signature and approval), Payee Certification Form, Glacier Packet and required documents for Glacier

Please note that Purdue employees cannot receive Honorariums, as per Purdue policy.

Reimbursement Forms