Personal Travel

  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 (TMC).  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 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.  

Only business related expenses can be paid or reimbursed by the university.

When an expense is both business and personal only the business portion can be reimbursed.

Cost Comparisons

  • When a traveler tacks on personal time while on a university trip, a cost comparison representing the business itinerary must be completed using the Travel booking tool.
  • This cost comparison is then used to establish the business timeframe for university reimbursable and paid expenses.
  • If a cost comparison is not secured before the trip takes place, the traveler must work with Corporate Travel Management (CTM) to obtain a valid “business” comparison. The cost of this service is the traveler’s personal expense.

Extended stay

  • 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. (Travel)

*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.

Additional destination (personal deviation with a routing change)

  • 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.

Business Portion

  • Booked through booking tool (preferred) or by calling Corporate Travel Management (CTM).

Personal Portion

  • The personal portion is then booked separately by the traveler.

*Any fees incurred for personal travel are not reimbursable.

 Personal Travel

 

 Personal Scenario

Personal Scenario