Travel

Combining Personal & University Travel

Combining personal and business travel is acceptable if the personal travel does not occur before and after the business portion of a trip.

If a traveler does include a personal trip in an itinerary and the trip includes a fare to another city, IU's portion of the airfare is calculated by doubling the one-way charge of the business segment of the airfare.

The dates of travel should reflect the entire time of travel including any personal business dates such as vacation (regardless if the personal time was before during or after). If personal time was involved in the itinerary, check yes in the appropriate box and supply the specific dates that were spent on non-IU business.

List lodging and include original itemized receipts (no photocopies or facsimiles). Charges must be for the single room rate. If you shared the room with an IU employee and paid the total charge, please reference both reimbursements forms with the original receipt attached to the reimbursement who is claiming the charge and a copy of the lodging receipt attached to the reimbursement of the other traveler so they may be reimbursed for per diem. Lodging claims are paid for room rate and applicable taxes only. Other items, such as business phone, fax, and parking, can be reimbursed if itemized under “other expenses.”

Rental Car Claims - the original rental car agreement is required. Make claims for gas under "other expenses." Insurance can't be reimbursed because IU is self-insured. Payment will be prorated if the car is used for personal time.