- 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.
- 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.
- 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.
- Personal travel that is not associated with a business trip should not be booked through the online booking tool or arranged by university personnel.
- 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.
- 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.
- 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.
- 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.
- Personal days must be identified on the travel request, and properly reported as leave, if appropriate.
- 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.
- 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 are reimbursable or paid by the university.
When an expense is both business and personal, only the business portion is reimbursable.
Business Only Cost Comparison
- When a traveler adds personal time to a business trip, a business only cost comparison from Concur Travel (the booking tool) is required. See the FAQ section on personal travel for more details.
- The traveler or delegate should obtain the business only cost comparison 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 time-frame for university reimbursable and paid expenses.
- If a cost comparison is not secured before the trip takes place, the traveler or delegate must work with Corporate Travel Management (CTM) to obtain a valid business only comparison, referred to as a "past fare quote." 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.
- Defined as an extended stay for personal reasons at the university business destination or at an intermediate location.
- This is bookable 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.
- Travel to the additional destination is not bookable through Concur Travel or a university travel coordinator.
- The traveler is responsible 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 per diem is not included for those days.
- If adding personal time costs more than the comparison for the business time-frame, the additional cost is first offset reimbursable expenses and the remaining amount is paid back through payroll deduction.