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  3. Are travel reimbursements denied when personal travel is added to the trip?
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  3. Are travel reimbursements denied when personal travel is added to the trip?

Are travel reimbursements denied when personal travel is added to the trip?

Travel Reimbursements (TR) are not denied when personal travel is added to the trip. However, please keep the following in mind:

  1. The traveler must disclose their personal travel destinations and dates on the Travel Authorization (TA) and Travel Reimbursement (TR). 
  2. The TA/TR is first approved by the traveler’s department.
  3. The Controller’s Office reviews the TR to verify that all requested expenses are business related. 
  4. No personal travel expenses are reimbursed.   
  5. The traveler should not purchase airline tickets for trips that include personal travel at a higher price than the business trip-only flight.  
  6. If PCard expenses are included on the TR:
    • A cardholder can add a document to the airfare transaction (in the PCard Center) that indicates the pricing for their airfare including personal travel is not more expensive than business travel.
    • The Controller’s Office reviews the transactions for:
      • duplicate charges on the reimbursement.
      • the corresponding date range of the trip and the expenses.
      • any personal charges.
  7. When a more expensive airline ticket or other personal travel-related expenses are discovered during the travel audit
    • The Controller’s Office brings it to the attention of the department and/or the traveler.
    • The Controller’s Office will request that the price difference be refunded to the university.
    • The Controller’s Office will monitor the documentation of this transaction.

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Updated on September 9, 2022

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