Lodging
Class of Service - Hotels
Travelers should use standard room accommodations at non-luxury/moderately-priced hotels. Guidelines for average room rates based on current travel data will be disclosed each January in the Annual Spending Guidelines (Annual Spending Guidelines). When investigating lodging costs, the traveler should inquire about educational or corporate discounts.
When traveling to a conference, it is appropriate to stay at one of the hotels hosting the conference even if the rate exceeds the guideline. However, the room booked must be covered by the conference rates and should not be in excess of need. Consideration should be given to staying at a more reasonably priced hotel if conference hotel rates are high and it would not be inconvenient to the traveler.
Hotel Reservations
Make your hotel reservations using either the AMEX corporate card or other personal credit card.
Hotel Cancellations
It is the traveler's responsibility to notify the hotel to cancel a room reservation. Travelers should remember that cancellation deadlines are based on local time of the destination hotel. Travelers should request and record the cancellation number in case of billing disputes. Except under extenuating circumstances, travelers will not be reimbursed for "no show" charges. A detailed explanation should accompany the reimbursement request.
Hotel Personal Expenses
Most personal expenses incurred while traveling will not be reimbursed (refer to section entitled Other Travel Expenses). These include but are not limited to:
- in-room movies, video rentals
- child care
- in-room alcoholic beverages
- recreational activities, health clubs
Lodging Per Diem
Beginning Monday, August 3, the use of domestic per diems by University faculty and staff for meals and lodging will no longer be an allowable option. Itemized meal and lodging expenses will be required for reimbursement, with receipts required for individual expenses over $50.00. The use of per diems for foreign travel is still permitted, however in the interest of cost savings to the University, we ask that the use of per diems be limited to those instances where receipts are not readily available.
Reimbursement for lodging is primarily made on the basis of actual expenses incurred. However, special circumstances, such as travel in foreign countries where receipts are difficult to obtain, may warrant the use of a lodging rate per diem.
Federal lodging per diem guidelines are based on individual hotel nights rather than monthly rent costs. For foreign travel where rent receipts are available, a per diem should not be used. Use of a per diem in lieu of original receipts should be for the purpose of administrative ease and the traveler should neither gain nor lose personal funds as a result of the travel. Per diem amounts requested must not be higher than Federal Travel Regulation guidelines.
Authorization for use of a lodging per diem for domestic travel is rarely warranted. Exceptions for use of lodging per diem for domestic travel must be granted by the Director of University Disbursements (extension 3-7579) or the Assistant Vice President and University Controller (ext. 3-2716) in advance of travel .
Hotel Reimbursement Requirements
The original detailed hotel bill (folio) is required for reimbursement of lodging expenses. Personal expenses should be labeled on the hotel bill and not be claimed on the Travel Expense Report. Hotel costs should be broken down by day and category (room, meals, misc.) when claimed on the Travel Expense Report.
If the hotel bill indicates the number of guests as more than one and the expenses are not split accordingly, the business purpose of the guest will need to be explained or the cost differential (i.e.: single vs. double room) should be adjusted.
Small hotel/motel and bed & breakfast lodging often do not provide an itemized bill. The receipt from the establishment and record of payment will be accepted for reimbursement.