Lodging for university business is expected to be comfortable and appropriate for the location and the business purpose of the trip. The University expects the individual to secure lodging that is not luxurious or extravagant. The University will reimburse the actual cost, up to the expense of the standard room rate. When possible, use preferred University vendors.
Travelers on official University business are expected to keep lodging expenses to a minimum by taking advantage of special conference rates, educational or government rates, or other discounts (i.e., AAA, preferred vendors, AARP, etc.) when seeking accommodations. The University's sales tax exemption should be requested in approved states when applicable. Sales tax exemption certificates are available from Procurement Services.
Personal charges or services will not be covered by the University. When traveling with a companion, the individual is responsible for any additional charges above the standard room rate.
The detailed itemized receipt from the hotel must be submitted with the Travel Expense Form (see section III). In addition, a detailed receipt for restaurant expenses charged to the room must be submitted.
If a hotel reservation will not be needed, it is the individual's responsibility to cancel it. The individual will not be reimbursed for any charges or fees assessed due to failure to cancel a reservation unless there are circumstances beyond the individual's control.
When it is convenient and preferred by the individual, staying with family / friends can save the University money. In these instances, the reasonable cost of a gift or a meal in return for such hospitality is reimbursable. The cost of such gift or meal must be supported by a receipt and clearly explained on the Travel Expense Report (see section III). The cost of the meal or gift plus any additional transportation costs must not exceed the cost of standard room rate at the business destination. Neither alcohol nor a cash gift / certificate to the host are permitted.
If an individual conducts significant business during a trip and internet access is required, the expense of internet access is reimbursable.
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