Business Travel Combined with Personal Travel

Distinction between business travel and personal travel

You may combine a business trip with a personal vacation or an extended stay. The key is to clearly indicate which days are for DTU business and which are for personal vacation, because this distinction determines which expenses DTU can cover, when travel insurance applies, and how the trip will be reimbursed afterward.

Expenses and Reimbursement

DTU covers only expenses related to the business portion of the trip. Personal expenses and additional costs for family members, companions, or extended stays are your responsibility.

In your travel expense report, you must document how the trip is divided between business and personal travel, clearly stating the dates (and, if applicable, times). This documentation determines what DTU can reimburse. If combining business and personal travel results in a lower ticket price, DTU may cover the expense, but only if the savings are documented.

Insurance and coverage

DTU’s travel insurance covers only the business portion of the trip. Vacation days or personal stays before, during, or after the trip must be covered by your own private travel insurance. Be sure to bring your DTU travel insurance card, issued by Europæiske Rejseforsikring (ERV). The card can be used in the event of a sudden illness during the business trip, but not during the personal portion of the trip. If you have a chronic or pre-existing condition, coverage during the business trip may require prior approval from ERV to be valid. The personal portion of the trip is not covered by DTU’s travel insurance, so you must have your own private travel insurance for that portion.