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. 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:
When combining personal and business travel:
- A cost comparison is not necessary if the stay at the business destination is extended no more than 2-3 days either prior to or after the dates of the business mission.
- A cost comparison is required if the stay at the business location is extended more than 2-3 days prior to or after the dates of the business mission.
- Additional expenses resulting from the additional time, i.e., parking, lodging, fixed meals, etc., is not reimbursable for personal days.
- A cost comparison is required when the airfare includes overnight stays at destinations (excepting normal connecting airports) other than the business destination(s).
- The traveler must provide a cost comparison for the direct route to and from the business location for the days of business.
- If the stay at a business location is extended either prior to or after the business mission (no more than 2-3 days), the entire ticket may be reimbursed. Any additional extended time will require a cost comparison. See Cost Comparison Requirements.
- 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/comparison that was obtained prior to travel. See Cost Comparison Requirements.
The traveler must pro-rate the rental based on the number of personal days versus business days.
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/standard 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.
Any additional days lodging beyond the business dates is considered personal and is not reimbursable.
Fixed meal allowance is paid to staff while traveling on official business. Fixed meal allowance is not paid for personal days.
Generally travel status begins the day prior to business and ends the day after end of business.
The department head may authorize an additional rest period at the beginning of business (not greater than 24 hours) if the flight plus stopovers is greater than 14 hours, the destination is foreign travel,
Parking expense at the airport and hotels must be reduced for personal day expenses.
Taxi and shuttle expenses during personal days are not reimbursable.