Thank you for your question.
This hinges on one important factor-- what is your specific company's
policy on business expenses? You'll have to look at the actual
business travel policy and see what it says on this matter. The best
way to put expenses in perspective is to look at a collection of other
organizations' policies for personal travel in relation to company
travel. Some organizations would reimburse you and some would not. If
you would have submitted only the direct business-related expenses in
the first place, you would have had better luck convincing them to
reimburse you for the flight you didn't take. If you show them
policies from other organizations, that may help to convince them.
State Of Minnesota---
Charities Travel Policy
"Individuals traveling on behalf of ____________ may incorporate personal travel or
business with their Company-related trips; however, Personnel shall
not arrange Company travel
at a time that is less advantageous to ____________ or involving greater expense to
____________ in order to accommodate personal travel plans. Any additional expenses
incurred as a result of personal travel, including but not limited to
extra hotel nights, additional
stopovers, meals or transportation, are the sole responsibility of the
individual and will not be
reimbursed by ____________. Expenses associated with travel of an
individual?s spouse, family
or friends will not be reimbursed by ____________."
"Personnel traveling on behalf of ____________ are reimbursed for the
actual cost of meals (including tips) subject to a maximum per diem
meal allowance of $38 per
day and the terms and conditions established by ____________ relating
to the per diem meal
The Minnesota guidelines are a bit outdated; they mention that if a
Saturday night stay would get a less expensive plane ticket, the
person can be reimbursed for an amount for hotel and food up to the
amount that the more expensive plane ticket would be. Going by that
guideline, you would be justified in asking for reimbursement of the
amount that the plane ticket to and from City X from home would have
cost the organization.
Lehigh University Travel and Business Expense Policy
Lehigh University has the same policy:
"The University will reimburse travelers for
additional meals and lodging associated with a longer stay if such
costs are less than the airfare
savings resulting from an earlier arrival or later departure."
"If the traveler takes an indirect route or interrupts a direct route
for other than University
business, reimbursement for air fare will be at either the actual
charge or the charge that would
have been incurred by traveling the direct route by the most
economical means, whichever is
-Expenses related to vacation or personal days taken before, during or after a
business trip unless they resulted in the reduction of the total cost of the trip"
According to Lehigh policies, you most likely would have been
reimbursed part of the Week 2 trip.
Not all organizations allow what Lehigh does, however. Harvard has a
similar policy which includes unallowable expenses but they do not
allow reimbursement for any type of personal expenses at all.
University-Wide Expense Policy
"Unallowable Expenses: Expenses related to vacation or personal days taken before,
during or after a business trip"
Drexel University is similar:
"When personal travel is combined with business travel, the University
will reimburse expenses associated with the business portion of the
Brown University also has this exact policy.
You could re-submit the expenses and just ask for reimbursement for
the plane ticket from City X to home which you didn't take. You would
not be justified in attempting to get all the money back from your
vacation to City Y, according to any organization's policy. Or, you
could just consider it a learning experience and be glad that you had
such a high per-diem rate for food. Many of these organizations only
allow $25-50 in food expenses for the day and require proof of
anything costing over $25.
business expenses reimbursed company
business expenses reimbursed personal
business expenses personal expenses irs
If you need any additional clarification, let me know and I'll be glad
to assist you.