TRAVEL POLICY AND
    PROCEDURES MANUAL

LODGING


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.

 

RESERVATIONS

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 hotel.

 

HOTEL UPGRADES

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 CANCELLATIONS

Charges caused by failure to cancel guaranteed reservations are not reimbursable

 

PHONE CALLS AND OTHER PERSONAL EXPENSES

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.

 

LODGING IN A PRIVATE RESIDENCE

Occasionally, a traveler on University business may stay in a private home in lieu of commercial accommodations.

 

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 Report.

 


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Last Updated: 09/23/09