When traveling for the University, it is allowable to combine your business trip with personal travel. The University will only pay for the business portion of your trip, and expenses for the personal portion must be excluded on your expense report. You must first obtain approval from your department and then follow the purchasing and documentation guidelines listed here.
Airfare for a combined business/personal trip should be purchased through the Concur Travel & Expense System (Concur) or Christopherson Business Travel (CBT).
- You'll need a comparison quote from Concur (domestic) or CBT (international) to document the cost of the business-only fare.
- Compare the cost of the combined trip airfare with the cost of the business-only airfare. If the extended trip results in a higher cost, you need to reimburse the University the difference in airfare as soon as possible after the purchase occurs.
- To reimburse the University, use the Cash Receipt form to deposit the reimbursement with the campus bursar’s office and retain a copy of the validated cash receipt to attach to the trip expense report.
- Whether you need to reimburse the University or not: Retain a copy of the comparison quote to attach to the trip expense report.
If you'll be traveling with a companion for the personal part of the trip, you can purchase both airfare tickets through CBT. The CBT agent can then book your seats together on the plane. Purchase your ticket using University funds (CU SpeedType) and purchase your companion’s ticket using personal funds (your personal credit card).
We recommend that you book rental cars through the Concur Travel & Expense System (Concur) and use your Travel Card to secure the reservation and pay the bill. You'll need to reimburse the University for rental car use during your personal travel days.
Use your Travel Card to purchase rental car gas for the business days of your trip. Use a personal card for personal travel days.
Pay for the business portion of the stay with your Travel Card and the personal portion of the stay with personal funds. Hotels will work with you to split the bill accordingly.
Meals (Per Diem)
Meal reimbursement is only available for the business portion of the trip.
When you purchase airfare for a combined trip through the Concur Travel & Expense System (Concur)/Christopherson Business Travel (CBT), the entire itinerary will be imported into your expense report to claim per diem. Exclude the personal days of the trip on the itinerary.
Enter your mileage in the Concur Travel & Expense System (Concur) based on the actual days you drove. When the travel day is a normal work day, deduct your normal workday commute.
You can use your Travel Card to purchase airport parking. You'll need to itemize the expense: Use expense type "Parking" for the amount that is business; use expense Type "Personal Travel Charge (not reimbursable)" for the amount that is personal.
Use your Travel Card for hotel and other destination parking during the business portion of the trip. Use a personal card for parking during the personal portion of the trip.
When you reconcile your expenses:
- Be sure to include a comment on the expense report header to indicate the trip is a combination of business and personal travel – and note which days are personal.
- On the expense report, use the expense type "Personal Travel Charge (not reimbursable)" to identify personal expenses.
- The Concur Travel & Expense System (Concur) will calculate the amount owed to the University and the amount due to you. If the amount owed exceeds the amount due to you, you'll need to reimburse the University. To do this: Attach a validated Cash Receipt form to your expense report to document your payment to the University and explain in comments on the trip expense report.