Policies & Procedures
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Combined Business and Personal Time
When combining personal pursuits with business on a trip, indicate the dates (and location, if alternate destination routing) of the personal time on the Travel Authorization. In cases where this can be arranged, it is understood that the employee will be responsible for the additional costs incurred as a result of the alternate site routing and notation must be made on the Travel Authorization of that cost. Reimbursement of expenses on those dates is NOT allowable. To determine the additional cost of alternate site routing, the traveler must provide a written quotation of the cost of round-trip air fare directly to and from the business destination. The difference between the cost of the round-trip airfare including the alternate site routing versus the cost of the round-trip airfare directly to and from the business destination constitutes the additional cost of alternate site routing.
When combining personal time at the same destination as your conference you must provide a comparison airfare which would show leaving one day prior to your conference date and returning one day after your conference date, it is understood that the employee will be responsible for the additional costs incurred as a result of the additional time.
Your comparison cost for either scenario must be done at the same time that you complete your actual booking of your airfare.