Office
of Accounting
Lodging
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Office
of Accounting |
Section 5: Lodging |
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5.1 | Reimbursement |
| 5.1.1 | Allowable reimbursement for lodging shall include the actual expenses for overnight accommodations and all applicable taxes and surcharges. |
| 5.1.2 | Reimbursement for a single occupancy shall be at the least expensive single room rate available. |
| 5.1.3 | For multiple occupancy, reimbursement may be claimed fully by one traveler with no claim filed by the other traveler provided that cross reference is made on the expense account settlement form, or each traveler may be reimbursed at equal percentages of the total actual cost for accommodations. Travelers are encouraged to request separate billing for lodging expenses at the time of check-in and seek reimbursement separately. |
| 5.1.4 | Reimbursement for multiple occupancy, when only one of the travelers is on higher education business, shall be at the least expensive single room rate. In the event that a single room rate cannot be documented or otherwise determined, reimbursement will be made at eighty percent (80%) of the actual lodging costs. |
| 5.1.5 | If a change in the lodging is required and a charge is incurred, the change is reimbursable if the traveler is directed by the appropriate Vice President, Dean or Director to change her or his travel plans, or in other extenuating circumstances, as approved by the appropriate Vice President, Dean or Director. Charges incurred due to the failure of the traveler to notify the facility will be considered the personal expense of the traveler. |
| 5.1.6 | Lodging
Reservations: Travelers have the option of making their own lodging
reservations directly with a hotel/motel, or at no charge, they may use
National Travel's website at www.nationaltravel.com
or American Express One's website at http://travel.americanexpress.com/travel/axone.
Travelers should check all available rate products (government, personal, etc)
and select the least expensive rate for they stay. Travelers should use
the state travel card for all hotel costs according to the procedures
established by your institution. |
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5.2 | Receipts |
| 5.2.1 | Receipts are required for lodging reimbursement. The hotel/motel invoice or folio shall be the official document utilized for reimbursement to the traveler. |
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5.3 | Direct Billing |
| 5.3.1 | Lodging may be direct billed for candidate travel being reimbursed with university funds. The candidate (traveler) must attach a copy of the lodging invoice or other proof of lodging to the expense account settlement. |
| 5.3.2 | Individual employees are expected to pay lodging expenses with their corporate travel card and seek reimbursement in most cases. Exceptions to this policy may be granted with written justification and request for exception to the University Accounting Office. |
| 5.3.3 | Groups of employees or students where lodging and meals are a package price and other expenses are not being individually reimbursed may direct bill for lodging expenses. If other expenses are to be reimbursed it is expected that the individual will pay for lodging and seek reimbursement. Exceptions to this policy may be granted with written justification and request for exception to the University Accounting Office. |
| 5.3.4 | Direct billing may not be available if personal travel is combined with business travel. |
Send email to the University Accounting Offices! |
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