Lodging Policy

Effective on July 1, 2007, the new regulation requires the university to follow the existing federal travel regulations (GSA) with regards to lodging and meal per diems. Federal rates represent the maximum allowable reimbursement to travelers. These rates would apply to employees, students, volunteers, and candidates (candidates do not receive lodging exceptions).

Policy

Lodging

  1. Lodging rates are determined by locating the state and the city or county listed on the GSA map. Lodging rates include charges such as resort fees, cleaning fees, and reservation fees but does not include any state or local taxes.
    1. If your city or state is not located, then use the standard rate.
    2. Non-continental territories like Hawaii will be listed on Defense Travel Management Office.
    3. Foreign rates can be found on the U.S.. Department of State.
    4. Fedrooms.com — For assistance in locating lodging accommodations within the GSA rates.

Lodging Exceptions

  1. NSHE institutions may make exceptions to the rate of reimbursement when one or more of the following applies:
    1. Condition A: Lodging is procured at a prearranged place such as a hotel where a meeting, conference or training sessions is held.
      1. Supply the approving authority with the conference or training brochure that states the prearranged host accommodations or;
  2. Condition B: Costs have escalated because of special events: lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.
    1. The following information is required:
      1. Obtain and document the name/date of the special event that is causing the cost escalation.
      2. A list of at least three lodging establishments and corresponding rate quotes of nearby (within a five mile radius) lodging.
      3. A written explanation of how staying at the more expensive lodging establishment will provide a cost savings.
      4. Conference or training brochures are required to be submitted with the travel document requesting reimbursement.

In-State Lodging

Exception Rates

Once an above condition is documented, the exceptions are as follows:

  • 150% of the established GSA rate for non-surveyed in-state sites.
  • There is no exception to the GSA surveyed sites for the in-state lodging.
    • Exception approval: The lodging exception form is required to be submitted with the travel document in order to process the reimbursement and must be signed by the responsible Dean, Vice President or Director of Athletics.
    • Local lodging exceptions for candidates may be submitted with the expense reimbursement and will be reviewed by the Senior Vice President for Business and Affairs.

Out-of-State Lodging

Exception Rates

Once an above condition is documented, the exceptions are as follows:

  • 175% of the established GSA rate for surveyed sites.
  • 300% of the standard CONUS rate for non-surveyed sites.
    • Exception approval: The lodging exception form is required to be submitted with the travel document in order to process the reimbursement and must be signed by the responsible Dean, Vice President or Director of Athletics.

International Lodging

Exception Rates

Once an above condition is documented, the exceptions are as follows:

  • 175% of the established GSA rate for surveyed sites.
  • 300% of the standard CONUS rate for non-surveyed sites.
    • Exception approval: The lodging exception form is required to be submitted with the travel document in order to process the reimbursement and must be signed by the responsible Dean, Vice President or Director of Athletics.

Authorization Required

Lodging Exceptions require Dean, Vice President or Director of Athletics, when exception condition is met. Authority to approve exceptions over the otherwise allowable amounts has been delegated to the Senior Vice President for Business Affairs.

Account Restrictions

No restrictions unless special instructions based on your account type.

Forms

Reference

Other

  • Fedrooms.com — For assistance in locating lodging accommodations within the GSA rates.