Back in the day, business trips were just that -- employees traveling to a business destination solely for work purposes. These days, however, many are combining business and personal travel on a regular basis, in a trend referred to as

‘bleisure’ trips.

Both companies and employees benefit from mixing business and personal travel, since it provides flexibility and nuance to otherwise standard business trips. Many organizations enjoy higher employee retention rates when employees have the incentive of combining business and personal travel.Plus, business travel costs can often become cheaper when employees mix business days and personal travel, since when they tack on a few extra days to their original business trip, their return flights may land on a weekday when fares are much lower.However, as with any other

corporate travel policy

, compliance is of high priority. Companies must formalize travel policies for employees combining business and personal travel to avoid noncompliance and soaring travel expenses.Here, we go through exactly what you should cover in a policy that covers employees combining business and personal travel.

Employees often have a ton of questions when they’re combining business and personal travel, including guidance on expenses, authorization, and how to document their trip.Every business will need to customize their business and personal travel policy to suit their needs. However, below are a handful of main factors that always need to be laid out clearly in a business and personal travel policy.

This section should lay out clearly the steps employees must take when they intend to combine business and personal travel, and who gives the final approval for their proposed itinerary.It should also include any restrictions on who can mix business and personal travel. For instance, maybe only employees of a certain seniority can do this, or you might require that employees to have worked for your organization for a certain length of time before being able to combine business and personal travel.

You have

duty of care

obligations to your employees when they travel for business. When employees combine business and personal travel, you’ll need to make clear your level of accountability for their safety during the days where they are not traveling for business.

Here, you’ll need to explain how employees are expected to book their trips when combining business and personal travel. This should include whether they should use your

travel management system

to book their trip, and whether they are allowed to benefit from your

corporate travel discounts

.

In order to streamline the travel and expense process, employees need to know which travel expenses and business activities can and cannot be deducted or reimbursed when mixing business and personal travel. It’s extremely important to clearly define when the company’s coverage ends and when the employee’s responsibility for related expenses begins.You'll also need to be clear about tax deductible expenses, any tax laws employees need to be mindful of, and what can be considered as a write off by the IRS.While we know that each company is different, here are a few business travel expenses and examples you’ll want to consider spelling out in your business and personal travel policy:You should also include a clear list of non-reimbursable personal vacation expenses for the days during their vacation travel days, such as:

Once you’ve set reimbursable and non-reimbursable expenses in stone, you’ll need to let employees know how to report them. For example, will there be a separate process for

corporate credit card expense reimbursement

and any expenses accrued on personal credit cards? Establish clear processes to separate the business and personal expenses, and ensure everything’s properly documented in your expense reports.