When planning a University business trip all travelers must determine the necessary date for arrival to allow sufficient time to prepare for the business to be conducted. Actual business travel dates, supported by documentation, are used to determine what can (or cannot) be paid or reimbursed by the University.
In cases of conference travel, arrival on the day prior to a morning start time for the event is acceptable. If the conference begins with an opening reception, travel on the day of the reception is expected, as little preparation for a reception is needed. Excursions that are conducted prior to the conference start or following the conference are considered personal time, and should not be treated as a conference attendance day for approval or reimbursement. Any additional days prior to the event or following the event without a business purpose will be considered personal time and costs incurred will not be direct paid or reimbursed by the University.
When the business or conference is concluded early enough in the day to allow the traveler to return to their home at a reasonable hour (i.e. by 10:00 p.m.), it is expected that the traveler will return from travel when business concludes. Costs for additional days or later departures not supported by a business purpose are considered personal time and will not be directly paid or reimbursed by the University.
When pre or post conference business is scheduled, the traveler must include the business purpose and any other required documentation on the expense report to justify any different arrival or departure times that vary from the original business travel dates. If pre or post conference workshops are being attended, the conference materials showing the business purpose of the travel must include them. These workshops must be business related and not excursions.