Business and Personal Travel

In instances where a traveler interrupts business travel for personal convenience, travels by an indirect route, or is accompanied by his/her spouse/companion not on College business, the traveler must maintain accurate records to substantiate official business travel.  You can edit the Use of Personal Vehicles form which can be found on the Business Office website to help you document your travel decision.  The College does not reimburse any expenses incurred on behalf of the spouse/companion/children or for their personal travel.

Charter and/or Private Aircraft  

For the safety of travelers, Carleton does not recommend flying on charter and/or private aircraft.  The College assumes no liability for death, personal injury, or property damage in connection with charter/private aircraft travel.

Group Travel

Travel by a group of employees in the same aircraft, automobile, or other mode of transportation is discouraged when the employees’ responsibilities are such that an accident could seriously affect the functioning of the College.  Key employees, such as the President, Vice Presidents, Deans or a substantial number of employees from the same department should consider this risk when making travel arrangements.

Spousal or Companion Travel

The payment for spouse traveling on business is closely regulated by the IRS.  The IRS requires a “bona fide business purpose” for the spouse to be on the business trip for the expenses to be reimbursable.  The business purpose must be clearly documented on all travel forms.  In the specific circumstance where non-business spousal travel is approved it will be treated as taxable income to the employee.