travelnews: ConcurTips: Adding Personal Time to a Business Trip

[BAO news for travel administrators]

ConcurTips - Watch for tips in upcoming editions of Travel News
Adding Personal Time to a Business Trip?
Occasionally an employee may take a trip that includes both personal and business travel. Travel reimbursements are for business-related expenses only, not for personal expenses of the traveler or any traveling companions. Necessary business-related travel expenses are normally reimbursed. Personal expenses are not reimbursed. Travelers should exercise special care not to seek reimbursement for expenses that could be construed as personal.
Obtain a comparison quote

*       Use the booking tool to obtain airfare quote for flights that meet the business need of the trip.

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o   Save as pdf.

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o   Next - use the booking tool to search for flights you want to take.

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o   Save as pdf

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o   Note that in this instance - adding personal time increased the airfare.  You must call the TMC and provide a personal credit card for the difference in airfare between the 2 itineraries, after your Request is approved.



On the Request

o   Enter the full date range of travel

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o   For this request example, where personal travel increased the cost, select 2-TMC (recommended for intl, personal time, group) for "How will you book your trip?"

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o   Select Yes for the question "Does this trip include personal travel?

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o   Enter Personal Dates of Travel

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o   Click on the Attachments button

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o   Click Attach Documents

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o   Browse and select your file(s)

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o   Click the Upload button

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o   Continue with request and submit when complete.



o   Once trip is approved - contact TMC to book your airfare.



On the Report


*       Add an expense type "Other Documentation/Airfare Comparisons

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*       Use Cash/Personal Credit Card as the Payment Type

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*       Click on "Attach Receipts"

*       Click "Browse" - locate the file you saved earlier

*       Click Attach button

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*       Continue report as usual


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