Combining Business and Personal Travel

Cost Comparison Form

Use this form when your actual travel dates and originating airport will differ from the business travel dates or the originating airport of your headquarter city.

Hidden

Next Steps: Sync an Email Add-On

To get the most out of your form, we suggest that you sync this form with an email add-on. To learn more about your email add-on options, visit the following page: (https://www.gravityforms.com/the-8-best-email-plugins-for-wordpress-in-2020). Important: Delete this tip before you publish the form.

Select All That Apply(Required)

I am adding leisure travel at the beginning or end of my trip

I am adding leisure days in the middle of my trip

I am departing or returning to an airport different than my “home” airport

I am opting to drive/use rail rather than fly (trip is over 800 miles roundtrip)

A companion is joining me on my business trip

None of these apply

Will the leisure days affect the duration of your trip or the airports used?

Yes

Results

Contact a Travel Inc agent and request a comparison of flights on UW Business related dates and personal itinerary. Include the cost comparison with your TER or p-card reconciliation.

No cost comparison is required

The approving authority has responsibility to determine the most appropriate and cost effective means of transportation consistent with the authorized business purpose of the trip, considering all associated costs (e.g. employee work time, overnight lodging, M&IE per diems, mileage). GUIDELINE: Automobile transportation is generally most appropriate for round trips up to 800 miles but time on the road may also be a factor depending on other responsibilities of the traveler.

Commercial air travel is generally the most economical and practical for longer trips. For ground transportation the costs for personal vehicles mileage, vehicle rentals, campus fleet if available, necessary lodging and meal & incidental expense per diem payments must be compared in the selection.
A traveler may request mileage or rental vehicle reimbursement or payment of a fleet vehicle for personal reasons when air travel would be the most appropriate means of transportation given time and distance. The approving authority can approve the request if the costs do not exceed the cost of coach/economy airfare, taking into consideration the extra time and costs to drive versus fly. Mileage to and from the destination will be based on the most direct route.
Travelers who have heath issues or a disability that require reasonable accommodation consideration, should discuss the needs with the approving authority prior to making any transportation arrangements. Review and approval of any reasonable accommodation request should follow formal institutional procedures.
For determining if vehicle transportation makes the most economical sense, Mapquest or Google Maps are the standard applications for calculating time and distance. Concur is the source for providing quotes for air, vehicle rental and lodging.

To Book a Companion Ticket:

Best Practice: Contact a contracted agent and book both tickets with the agent.
Other options:
- Companion ticket is booked directly with the airline, after employee ticket is purchased in Concur or with Agent. Traveler/Companion requests the airline to “sync the PNR‘ to the ticket that was purchased in Concur or with Agent.

No airfare cost comparison is required

Business Travel Depart Date(Required)

Enter the date you would depart if no personal travel was occurring

Business Travel Return Date(Required)

Enter the date you would return if no personal travel was occurring

Personal Travel Start Date(Required)

Enter the date you will depart (with personal travel included)

Personal Travel End Date(Required)

Enter the date you will return (with personal travel included)