Personal Travel

R05.02.060(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 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.

Business Only Cost Comparisons

  • When a traveler adds personal time to a business trip, a business only cost comparison  must be completed using Concur Travel ( the booking tool). See the FAQ section on personal travel for more details.
  • The business only cost comparison should be obtained at the same time that the business/personal trip is booked.
  • This cost comparison is used to establish the business only cost of the trip and 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 only" comparison. The cost of this service is the traveler’s personal responsibility. See the FAQ section on person travel for details about how to submit a request to CTM.

Extended stay

  • Defined as an extended stay for personal reasons at the university business destination, or at an intermediate location.
  • This can be booked through Concur Travel (the booking tool).

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.
  • The travel to the additional destination should not be booked through Concur or through a univerisity travel coordinator.
  • The traveler is reponsible for booking and paying for the personal deviation from the business only itinerary.

 

Completing the expense report for a trip with personal time

  • Attach the business only cost comparison
  • Do not include the personal days in your itinerary so that perdiem is not included for those days.
  • If adding personal time costs more than the comparison for the business timeframe, the additional cost will be first offset reimbursable expenses and the remaining amount will be paid back through payroll deduction.

Personal Travel

Personal Scenario

Personal Scenario