Regulations and Guidance

Personal Travel

 

R05.02.060.A.(8)

  1. When a traveler extends their stay at the university business destination(s) for personal reasons, it is a personal deviation with an extended stay. This can be booked through the online booking  tool. 
    1. If adding personal time costs more than the comparison for the business timeframe, the additional cost will be first offset from any reimbursable expenses and the remaining amount will be paid back through payroll deduction. 
  2. When a traveler goes to an additional destination outside of the university business routing or destination(s), it is considered a personal deviation with a routing change. The business portion of the trip is booked either through the booking tool (preferred) or by contacting the travel management company. The personal portion is then booked separately by the traveler.  Fees incurred for personal travel are not reimbursable. 
  3. Personal travel that is not associated with a business trip should not be booked through the online booking tool or arranged by university personnel. 
  4. Any extra expenses resulting from travel that differs from the established business cost comparison will be borne by the traveler. Reimbursement will be based only on such charges as would have  been incurred or reimbursed for traveling by the lowest logical cost for business purposes.   
  5.  When personal travel via airlines is being mixed with business travel, a cost comparison itinerary showing the lowest logical cost for the business purpose must be completed at the time the travel is requested through the booking tool.
    1. If there are delays in the approval process, new supporting documentation can be generated. The comparison must be attached to the travel expense report included in the travel  supporting documentation.  
    2. If a cost comparison is not secured before travel, the traveler will work with the travel management company to obtain a business comparison. The cost of this service will be borne by the traveler. 
  6. Personal days must be identified on the travel request, and properly reported as leave, if appropriate.   
  7. Any additional time away from work that may be required for indirect travel, or travel that is not the lowest logical cost, shall be charged to annual leave or leave without pay, unless it results in an overall savings to the university. 
  8. If personal expenses are incurred in excess of authorized business expenses and paid by the university, reimbursement to the university will be offset first from the reimbursable expenses and then from payroll deduction.

Travelers may coordinate personal travel arrangements in conjunction with their UA business travel. This includes personal extended stays at the business location and personal deviations to a non-business location.

General

  • Only business related expenses are reimbursable or paid by the university
  • When an expense is both business and personal, only the business portion is reimbursable
  • Expenses accrued during or because of personal days are not reimbursable
  • Travelers must identify on the Travel Request and/or Expense Report personal days taken in conjunction with UA business travel

Business-Only Cost Comparison

  • When a traveler adds personal time to a business trip, a business-only cost comparison from the Concur Travel booking tool is required.
  • The cost comparison provides the lowest logical transportation cost for the business purpose and is used to determine the allowable reimbursable expenses on the Expense Report including per diem
  • The traveler or delegate should obtain the cost comparison at the same time that the business/personal trip is booked
  • See the Traveler: Before Travel - Travel Request page for instructions on securing a cost comparison

Past Fare Quote

  • If a business-only cost comparison is not obtained from the Concur Travel booking tool prior to travel, the traveler or delegate must work with Corporate Travel Management (CTM) to obtain a valid after-the-fact comparison, referred to as a "past fare quote"
  • The traveler is personally responsible for the cost of this service
  • See the Traveler: After Travel page for instructions on obtaining a past fare quote from CTM

Extended Stay

  • When a traveler extends their stay at the UA business destination(s) or an intermediate location for personal reasons
  • Bookable through the Concur Travel booking tool or CTM

Personal Deviation (with a routing change)

  • When a traveler goes to an additional destination outside of the UA business routing or destination(s)
  • Business portion is bookable through the Concur Travel booking tool or CTM
  • Personal portion (travel to additional destination) is not bookable through Concur Travel, CTM or university personnel
  • The traveler is responsible for booking and paying for the personal portion

Expense Report

  • Ensure a valid business-only cost comparison or past fare quote is attached to the Travel Request and/or Expense Report
  • Travel Allowance itinerary should reflect the business-only itinerary from the cost comparison/past fare quote to accurately calculate per diem allowances and business expenses
  • Any costs that exceed the business only are first offset from the out-of-pocket reimbursable expenses, and any remaining amount is paid back through payroll deduction

The Traveler section of our website contains additional information on and instructions for adding personal travel to UA business travel including how to secure a cost comparison, obtain a past fare quote and appropriately document expenses on the Expense Report.

Scenario: A traveler attended a business meeting in Seattle and took personal time afterward to visit family in Oakland, CA. The traveler incurred charges for baggage fees on their flight from Seattle to Oakland.

Q: Are the baggage fees a reimbursable expense?
A: No, although baggage fees are reimbursable when incurred for UA business travel, these were incurred for personal travel.

Q: Can the traveler use their UA travel card to pay for the expense
A: Yes! The traveler will document the charges as expense type "personal/non reimbursable" on the Expense Report. The cost is deducted from their out-of-pocket reimbursable expenses.