Business Travel with Personal Time Included

If travel includes personal expenses, or part of the travel dates include personal time or destinations, travelers must exercise special care not to seek reimbursement for expenses that are or could be construed as personal.

• University funds cannot be used to pay for or reimburse personal expenses.
• When a traveler combines personal and business travel, regardless of the type of transportation used and lodging, the amount reimbursed will be limited to the costs directly related to the point(s) of business.
• Lodging
  • Any additional days lodging beyond the business dates is considered personal and is not reimbursable.
  • If a family member or other non-business related person stays in the room with the traveler, any additional charges incurred should be deducted (marked as personal).
• Fixed meal allowance is paid to staff while traveling on official business. It is not paid for personal days.
• Any personal days listed on the expense report must be excluded.
• Transportation
  • Airport and hotel parking expenses must be reduced for personal travel/use.
  • Taxi and shuttle expenses during personal days are not reimbursable.
• Traveler must provide a cost comparison for airfare or be limited to the lesser of the actual charge or the maximum reimbursement amount of $550 for domestic travel or $1000 for international travel. Reference the Cost Comparison webpage for specific guidelines.

Expenses are subject to documentation requirements.