How to Extend a Work Trip into a Vacation
You want to climb the corporate ladder and travel, but worry taking too much PTO could hurt your career progression? Well you’re not alone. A 2024 survey found that 62% of Americans don’t use all their PTO, and women use 10% less than men.
A 2023 Pew Research Center report also found that 48% of women who don’t take all their time off cite additional workload for their co-workers, while 21% of Black workers don’t use all their time because they worry about losing their jobs.
“62% of Americans don’t use all their PTO, and women use 10% less than men.”
So what’s a travel-loving corporate girl to do? As a manager I can tell you, taking a straight 2-week vacation in these United States will raise some eyebrows and probably deplete most of your PTO. But there are several ways to maximize your PTO without leaving your team in the lurch or jeopardizing that promotion.
A) you can plan your PTO strategically around existing company holidays - read more in How to maximize your PTO- , B) you can plan your vacation around slow work periods with advance notice, and C) if you travel for work you can extend those trips into vacations. And that’s exactly what we’re talking about in this blog.
1. Before Your Trip
Extending work trips has several benefits, most obviously the fact that your company is paying for the flight, but also the fact that typically work trips correlate with the end of a big project, so right after is a natural slow work period. My job has taken me to some fun places: Paris, Istanbul, Berlin, LA, Miami and I’ve been lucky to squeeze in some exploration on all of them.
So here are all the important things I’ve learned to do before extending that work trip into a vacay:
Check your company travel policies
Keep in mind company policies around personal travel extensions, companion policy, flight deviation rules and expense reimbursement limits can vary significantly so make sure to check before planning anything. In my case it has often just been a conversation with my boss, and it goes without saying taking care of all personal expenses.
Plan for your extensions early
Talk to your boss as soon as travel plans are being discussed; you are obviously important for the project if you’re being asked to go, confirm that there are no immediate deliverables due after the trip or if you can do them onsite ahead of taking the days off. Also be mindful of how many days you are staying behind. While I’ve never had issues with extending my trips by 3-4 days, extending them for over a week, may raise some concerns.
Keep all your business activities and expenses completely separate
Plan for a designated business portion of the trip and a personal portion of the trip. I never invite a companion or engage in personal activities during active work times. This also makes it a lot easier to keep expenses separate which is what your job will care most about.
Set up a proper handover and autoresponse
Let your team know that you are onsite for work and then OOO and provide a specific handover list with what needs to be done (you can find a handover template in this blog here. Connect with a co-worker who can cover for you ensuring that they are ok with being named as your coverage in your autoresponse. You can tweak the below template to help you get started.
Hi and thank you for your message.
I am traveling for work from Mon, Jul 13 through Wed, Jul 15 and my email responses may be delayed. I will also be out of office from Thurs, Jul 16 to Fri, Jul 17, returning on Mon Jul 20. Please reach out to X [Co-worker name and email] for support during my absence.
Travel with a carry on
Work trips are typically short and you don’t want to be the co-worker who lost their checked bag and now has to go shopping before the conference. Plus if you are on the same flight with co-workers nobody wants to wait for that one person at baggage claim if everyone else is ready to jump in a cab. Pick a color palette for your outfits and pack a versatile capsule wardrobe that works for both work and personal outing to reduce what you have to bring.
2. During Your Trip
Keep your focus on business until all the work is completed
One year into my career, I, essentially the intern, had to travel to Istanbul with the head of the company… eeek. My boss sat me down and told me one thing: “Do not drink before all important meetings are over!” I am not a big drinker anyway, but 12 years later I still abide by this rule. I rarely drink with clients and don’t do anything on the job that may impair my focus. I know it doesn’t sound fun, but I promise, the onsite tea is always hot with or without libations.
Also don’t forget to take pictures! You’re likely onsite for a big execution, conference etc, don’t forget to take pictures of all your hard work IRL. Your co-workers back home will want to see it and it will come in handy for any post-event summaries.
Keep work vs personal activities and expenses completely separate
A cool trick I’ve learned over the years is to take pictures of all your work related receipts in real time (include itemized receipts and those showing tip amounts) and immediately add them to a dedicated photo album called “Work Receipts”. That way you don’t have to worry about lost receipts, digging up and collating things once your back.
To have a clear work vs personal trip distinction, switch hotels once your work trip is over. This also helps keep expenses separate, is more affordable, and separates you from clients (and co-workers if needed). This summer I was in Paris for work and stayed at the Paris Marriott Opera for about $500 per night. As soon as work was over I switched to the Moxy Bastille, which was half the price and in the less touristy Le Marais, the perfect neighborhood for second-time visitors looking for a chill Paris itinerary (Stay tuned for that blog).
Create an efficient and tailored itinerary
I keep my work trip extensions to 3-4 days max, so my itineraries have to be efficient. When I was in Berlin for work last year I literally only had one extra day, so I used ChatGPT to help me explore the city in 8 hours. Here’s the prompt I used to help me see cool things like the Brandenburget Tor, Reichstag, East Wall Gallery and even an authentic German Dinner. You can tailor this prompt for your own trip and if you want more prompts like this, sign up for our Newsletter here !
I’m in [Berlin for work and have only 8 hours] to explore. Act as a professional but fun travel planner and build me an itinerary with the following considerations: I’m staying close to the [Berliner ensemble]. I want to see [historical sites and eat good food, no dietary restrictions]. I would like to mostly walk or use public transportation and have good photo ops.
3. After Your Trip
The most important thing to do after your trip is submit your work expenses. No manager wants to deal with delayed approvals or emails from the finance department. You should also check in with your co-workers for any post-trip project deliverables that need to be sent out; since you were onsite they may require your input.
Taking PTO in this country is a science and an art but with a little planning you can take every hour that you deserve.
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