Personal Time with Business Travel
Occasionally an employee may take a trip that includes both personal and business travel or the trip may originate from another location because of personal reasons. University funds cannot be used to reimburse personal expenses.
University funds cannot be used to reimburse personal expenses. When a traveler decides to combine personal travel with business travel, regardless of the type of transportation, the amount reimbursed will be the costs directly related to the point(s) of business.
A combination trip does benefit the traveler to some extent, therefore, travelers should exercise special care not to seek reimbursement for expenses that could be construed as personal.
When combined personal and business occurs, the following rules apply:
Air Travel:
When this occurs, the following rules apply:
- If the stay at a business location is extended either prior to or after (no more than 2-3 days) the business mission, the entire ticket may be reimbursed.
- If any other destination is included on the ticket that does not pertain to the business purpose (other than normal connecting airports to get to business destination), the amount reimbursed will be the fare directly related to the point(s) of business based on the economy/coach fare.
The traveler must provide a written quote. See Cost Comparison Requirements.
Ground Transportation:
The traveler must pro-rate the rental based on the number of personal days versus business days.
Remember: Purdue self-insures the collision damage exposure for vehicles rented by staff traveling on university domestic business. Therefore, the insurance offered by the rental company should not be purchased for the days the car is used for University business. A wallet card is available from Risk Management with the insurance information on it.
If the travel is to a foreign destination, Risk Management suggests purchasing the basic collision damage insurance.
Purdue has negotiated rental car agreements with National and Enterprise car rental companies. Visit the rental car agreements page for additional information.
Lodging:
Lodging expense will be reimbursed based on the business location of travel, upon presentation of an original receipt from a commercial lodging establishment. The receipt should show dates of occupancy and the name and address of the place of lodging. A lodging receipt is always required.
Individual travelers are limited to reimbursement of the single room rate. If a family member or other non-business related person stays in the room with the traveler, it is the traveler's responsibility to have the hotel indicate the single room rate on the receipt at the time of check-out.
Subsistence:
Subsistence will not be reimbursed for any days in which an employee is in vacation status. One day is allowed for travel to and from the business destination.
Miscellaneous:
Parking expense at the airport and hotels must be reduced for personal day expenses.
Taxi and shuttle expenses during personal days are not reimbursable. The to/from information is always required for taxi and shuttle expenses.