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Personal Time with Business Travel

University funds cannot be used to reimburse personal expenses or prepay items that include 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. Cost comparisons obtained prior to business trip must be provided.

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:

Air Travel

When this occurs, the following rules apply:

  1. 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. Any additional extended time will require a cost comparison. See Cost Comparison Requirements.
  2. 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.

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. These agreements include the insurqance, so there is no liability to the University. 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/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.

Subsistence

Subsistence is paid to staff while traveling on official business. Subsistence 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, airfare is coach/economy, and follows a direct usually travelled route (no pesonal destinations).

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 for business.