This page provides information regarding requirements a traveler will follow when combining a business trip with personal travel to ensure airfare reimbursement is seamless.
Cost Comparison Requirements
Cost comparisons are required for all travel when a business trip is combined with personal travel. When personal and business travel is combined, the traveler will only be reimbursed for expenses equal to or less than the cost incurred for the business portion of the airfare (excluding personal travel).
Cost comparisons must be captured the same date that the airfare is booked. Cost comparisons should provide a reasonably priced flight, consistent with the time necessary for the business travel.
Acceptable cost comparison documentation is a printed list of airfare options from the Concur online booking tool.
If personal travel costs exceed business travel, the traveler will be asked to provide a personal card to split payment for the personal portion of the airfare cost.
On the same day as obtaining the price comparison, the flight should be booked.
Save the cost comparison, to later attach to the respective expense report when submitting for reimbursement.
Concur Travel Online Cost Comparison
From the Concur homepage, navigate to the Trip Search section. The Air tab is selected by default.
Enter the flight related information and search for available flights for the business only dates. Please do not provide the combined personal/business dates. For Example, if the business only is when you would have traveled Monday through Thursday, but you are staying until the following Sunday then the search should be for the airfare departing Monday and returning Thursday.
Save the complete list of flight options, as it displays in Concur.
To Save the Complete List of Flight Options
Click the All link, above the list of airfare results. The complete list of flight options display.
Click Print/Email, above the Matrix.
Click Print Flights.
Confirm the Destination field displays PDF.
Confirm the Pages field displays All.
Click Save and then complete the steps needed to save to your computer.
When completing the respective expense report, attach the saved Concur flight comparison document before submitting for reimbursement.
If an airfare comparison is not obtained from the University’s preferred agency at time of booking, airfare reimbursement (i.e., business travel) may result in the University not reimbursing the cost of the airfare.
Additional Support
For help with Concur, contact travel@uconn.edu.
For additional reference material, refer to the Training and Resources page located on the Travel Services page.