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:

1. If the stay at a business location is extended either prior to or after the business mission, the entire ticket may be reimbursed.  
2. If any other destination (other than normal connecting airports) is included on the ticket that does not pertain to the business purpose, the amount reimbursed will be the fare directly related to the point(s) of business based on the fare class used.

The traveler must provide a written quote obtained from the airline, travel agency or a printout from a website, e.g., Expedia as proof of expense for the direct route to and from the business location for the dates and time of business.   (Tickets purchased separately (one-way) to travel on personal business should not be included in the price when comparing the cost of tickets.)

  

The quote must be obtained 'PRIOR' to travel* (preferably at the same time the airfare is purchased), outlined in Box 15 on the Form 17, and attached to the Form 25, Request for Reimbursement along with the actual airfare receipt and other required documentation for reimbursement.

*If 'PRIOR' expense documentation is not provided, the traveler will be reimbursed as follows:

1. by doubling the cost of the direct, one-way business portion of the trip plus applicable taxes from the actual ticket receipt provided (See Example Below), 
2. by using the 'current lowest fare with stopovers',
3. utilizing the cost of co-worker ticket as comparison; or
4. the amount requested, whichever is less.  

        Any remaining cost is the travelers responsibility.

        Example:

• The traveler purchases a ticket to travel from City A to City B for University business and to City C for personal reasons, then back to City A. The traveler will be reimbursed for the direct one-way business portion (City A to City B) times two plus taxes.
• The traveler purchases a ticket to travel from City A to City C for personal reasons, then to City B for University business, then returns to City A. Again the traveler will be reimbursed for the direct one-way business portion (City B to City A) times two plus taxes.

Ground Transportation:  

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

Remember: Purdue insures, on a worldwide basis, the collision damage exposure for vehicles rented by staff traveling on university business. Therefore, the waiver offered by the rental company should not be purchased for the days the car is used for University business.

Advise the rental car company that Purdue University self-insures rental vehicle collision damage. A wallet card is available from Risk Management with the insurance information on it.

Parking expense at the airport and hotels must be reduced for personal day expenses.

Lodging:  

Lodging expense will be reimbursed based on the 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.

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.