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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 travel occurs, the following rules apply:

Air Travel 

A cost comparison is not necessary if the stay at the business destination is extended up to 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 3 days prior to or after the dates of the business mission.
    • Additional expenses resulting from the added time, i.e., parking, lodging, fixed meals, etc., are not reimbursable.
    • A cost comparison is required when the airfare includes overnight stays at destinations (except 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 (up to 3 days), the entire ticket may be reimbursed. Additional extended time will require a cost comparison.
  • 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 the business destination), the amount reimbursed will be the fare directly related to the point(s) of business based on the economy/coach fare.

Ground Transportation  

The traveler must pro-rate a rental car based on the number of personal days versus business days.

Lodging 

Lodging expense based on the business location of travel will be reimbursed 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.

Any additional days of lodging beyond the business dates is considered personal and is not reimbursable.

Fixed Meal Allowance 

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.

Fixed meal allowance is permissible for an additional rest period at the beginning of business (not greater than 24 hours) if the greater than 14 hours rule is not applied.

Miscellaneous

Parking expense at the airport and hotels must be reduced for any personal days.

Taxi and shuttle expenses during personal days are not reimbursable.