Updated Travel Guidance – Personal Reimbursement

Starting in May, individuals who are denoting personal travel on their Travel Authorization (TA) will receive an email from their Travel Specialist reminding them of the University requirements to provide a cost comparison. The email will include the following:

Your travel authorization indicates personal travel is included with your travel on travel authorization (TA #xxxxxx). This is a reminder that you will need to obtain a comparison airfare quote for the business and personal time travel. The comparison quote should be obtained at the time you make your travel arrangements as a comparison quote obtained after-the-fact is not an accurate comparison since airfare fluctuates daily. This comparison is needed to show the cost of the business travel without personal travel and should be submitted with your travel reimbursement or your PCard receipt if making the purchase with your PCard. Should the airfare with the personal travel result in additional airfare expense, the traveler is responsible for the additional cost incurred.

This email will be uploaded into the TA, so when purchases are made via PCard and/or reimbursement via the Travel Reimbursement (TR), the comparison will be requested as part of the supporting documentation.