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 University’s designated travel agencies often have preferred rates not always available when reserving a room directly with the hotel.

• 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 reservations early.
• Travelers should request the hotel’s 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 hotel’s 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 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 traveler’s responsibility.

• Hotel room upgrades must be explained on the Expense Report.

 

HOTEL CANCELLATIONS

Charges caused by failure to cancel guaranteed reservations are not reimbursable

• Travelers should ask for the hotel’s cancellation policy at the time of booking.
• Travelers should request and record the reservation number for future reference such as billing disputes.

 

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.

• 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 expense reporting).
• 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 Controller’s Office and the traveler's department head/director prior to reimbursement.
• 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

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

• 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 per trip.
• 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 Report.