TRAVEL POLICY AND
The University's policy on lodging takes
employee safety into consideration when making allowances for a choice of
lodging. Travelers are entitled to accommodations that are suitably located
and meet reasonable standards for safety, cleanliness and comfort.
Travelers are expected
to incur the least expense to the University when a selection of rooms and
rates are available. The Universityís designated travel agencies often have
preferred rates not always available when reserving a room directly with the
Travelers may stay in a standard room, single room rate, at a non-luxury
hotel and are encouraged to take advantage of reduced rates by making
Travelers should request the hotelís special rate, such as a government
rate or college/university rate.
Travelers should request and record the hotel reservation number in case
of billing disputes and to expedite the check-in process.
Travelers should be aware of the hotelís late check in procedures.
Guaranteed late check in is available when the room is secured with the
University Corporate VISA card.
When traveling to a conference, the University assumes travelers will
stay at the hosting hotel even if the rate exceeds a non-luxury hotel
rate. If there is a choice of hosting hotels, travelers are expected to
stay at the least expensive property.
Hotel room upgrades are
not reimbursable expenses. Travelers may choose to upgrade a room, but the
difference in the price of the standard single room rate and the upgrade is
the travelerís responsibility.
Hotel room upgrades must be explained on the Expense Report.
Charges caused by
failure to cancel guaranteed reservations are not reimbursable
Travelers should ask for the hotelís cancellation policy at the time of
Travelers should request and record the reservation number for future
reference such as billing disputes.
PHONE CALLS AND OTHER PERSONAL
Personal expenses such
as in-room movies, video rentals, in-room alcoholic beverages and mini bar
services, baby-sitting, room service, and recreational activities are
non-reimbursable expenses with exception of certain personal calls.
Unlimited business related calls are allowed. These calls should be
itemized on the Expense Report or the original receipt, listing the area
code, number called and actual cost (see
Two personal calls of not more than $10.00 each are allowed, usually for
notification of safe arrival and prior to departure. If this policy is
exceeded due to an emergency, the traveler must justify the exception on
the Expense Report. Prior approval must be received from the
Controllerís Office and the traveler's department head/director prior to
If traveling with a guest and occupying a double room, the traveler must
indicate the single room rate on the Expense Report. If there is a
difference between the single and double room rate, the traveler is
responsible for the difference.
Reasonable tips for luggage assistance and housekeeping service are
allowed when itemized.
Taxes on hotel bills are reimbursable.
Hotel charges itemizing "valet parking" are reimbursable if the traveler
is staying at the hotel or attending a conference at the hotel. If the
traveler is not staying at the hotel and uses the valet for dinner, the
expense is considered personal and is non-reimbursable.
Expenditures for laundry, barber, and similar items are considered
personal expenses and are not reimbursable.
LODGING IN A PRIVATE RESIDENCE
traveler on University business may stay in a private home in lieu of
The traveler may submit original receipts for a one-time token of
appreciation costing up to $25 per day, not to exceed a total of $100
When traveling under a federally sponsored project, the above token of
appreciation expense is not allowed.
RENTAL OF A PRIVATE RESIDENCE
Rental expenses for a
private residence are reimbursable when the owner, indicating the amount
paid, signs an original receipt. This must accompany the printed Expense
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