NSHE institutions may make exceptions to the rate of reimbursement when one or more of the following applies:

1. Lodging is procured at a prearranged place such as a hotel where a meeting, conference or training session is held.
   1. Supply the approving authority with the conference or training brochure that states the prearranged host accommodations
2. 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. If these conditions apply, 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).
   3. A written explanation of how staying at the more expensive lodging establishment will provide cost savings.
   4. Conference or training brochures 

Lodging exceptions require employee supervisory approval when an exception condition is met. The Vice President for Business Affairs & CFO has the delegated authority to approve exceptions over allowable amounts.

Once a lodging exception 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 Spend Authorization/Expense Report in order to process the reimbursement and must be signed by the responsible employee supervisor.
  • The Vice President for Business Affairs & CFO has the delegated authority to approve exceptions over allowable amounts. 

Even with approved exceptions, if the actual lodging rate exceeds the maximum allowable expectation rate reimbursements may be limited.

Once the international lodging exception is documented, the exceptions are as follows:

• 175% of the established international 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 Spend Authorization/Expense Report in order to process the reimbursement and must be signed by the responsible employee supervisor.
  • The Vice President for Business Affairs & CFO has the delegated authority to approve exceptions over allowable amounts.

Even with approved exceptions, if the actual lodging rate exceeds the maximum allowable expectation rate reimbursements may be limited.

Overnight lodging within 50 miles or less (one way) from the employee’s principal station must be justified in writing, approved by the individual authorized to approve such travel and included with the spend authorization/expense report.

These expenses will not be allowed unless:

• Inclement weather conditions make travel difficult
• Late official meetings are required
• Individuals involved are conference hosts responsible for meeting arrangements