Personal Travel During Business Travel

Travelers must disclose any personal expenses incurred during a business trip on both the Spend Authorization and the Expense Report. Personal expenses may include, but are not limited to, airfare, lodging, vehicle rentals, and meal per diem allowances.

Personal portions of airfare should be paid directly by the traveler at the time of ticket purchase through Purchasing & Travel. Personal portions of lodging, vehicle rentals, or other travel-related expenses charged to a university credit card must be identified and itemized on the Expense Report. The applicable itemization line should be designated as a personal expense and include the corresponding amount.

Any meal periods that are personal in nature and not related to university business must be deducted from the total per diem claimed on the Expense Report.

Travel Companions

Family members or other individuals may accompany travelers on university business trips. However, university funds may be used for a companion's travel expenses only when advance approval has been obtained through the traveler's department in consultation with the Tax Office. The business purpose for the companion's travel must be clearly documented on the Spend Authorization and a completed Family Travel Substantiation attached to the Spend Authorization.

With appropriate authorization, the spouse and eligible dependents (under age 19) of a faculty member who has been approved to take a professional development leave may travel at the university’s expense. Spouse and eligible dependent travel is expected to be funded by the department or college and may be taxable for the individual taxpayer.

University employees should contact a qualified tax consultant about the tax consequences of department-funded travel for a spouse and eligible dependents.

When personnel and/or students travel together for university purposes, they should exercise sensitivity and good judgment to maintain appropriate professional relationships and the integrity of the university and The Church of Jesus Christ of Latter-day Saints. If desired, separate transportation (e.g., a second rental car) can be arranged and will be reimbursed by the university.

Updated June 1, 2026