It is expected that university travelers can judge when they are on business and when they are on personal time and that they will claim expenses in an honest and ethical manner.
When booking flights, document the cost of airfare as if you were just going for business and the cost for the extended time. You should claim reimbursement for the lesser of the two.
If any personal time is included, you may not charge the airfare to the university using a Direct Bill ID. You must purchase the tickets using personal funds and request reimbursement, if applicable.
If traveling within the U.S. and the purpose of the trip is business, but you take a side trip for pleasure, you may not be reimbursed for any expenses related to the side trip or the extended stay. If the trip is primarily personal (for example, you’re on vacation) but you attend to business while at the location, you can claim any expenses related to the business, but you cannot be reimbursed for transportation to the location.
When traveling internationally, a trip must meet one of the following tests in order to be defined as entirely business:
- The traveler did not have control over arranging the trip
- Vacation was not a major consideration
- Travel was outside the U.S. seven consecutive days or less
- If more than seven days, less than 25% time was spent on personal activities
- If the trip is ‘primarily personal,’ airfare/transportation will not be reimbursed
- Only expenses for days when business was conducted will be paid
If family members are traveling with you, document and claim the cost for car rental, lodging, and meals as if you were traveling alone. The university will not pay for any incremental costs associated with personal traveling companions. Please note that different rules apply for moving or relocation.
Airport parking will be paid only for business-related days.
If taking a side trip for personal activities, document and claim the costs for the direct route related to the business purpose of the trip.