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Lodging
A University
traveler is normally not entitled to lodging when travel
distance is less than fifty miles one way. Exceptions to this
policy will be at the discretion of the appropriate senior
manager (Vice President/Chief or above) after reviewing and
approving the justification provided by the traveler.
(Use Policy
Exception Request, Exhibit H). If the justification is not
sufficient, the appropriate senior manager will secure any
required additional information and add it to the request.
Lodging costs
may be reimbursed at the single room rate up to the actual
amount incurred by the traveler. The traveler should make every
effort to obtain the lowest-cost lodging possible. In general,
all lodging should be booked through the current State Travel
Agent. In the case of a conference, each university may choose
to permit the employee to stay at the conference hotel instead
of seeking the lowest rate available.
All claims for
lodging, with or without meals, must be supported by:
All receipts
must be itemized to show the date and amount expended, a zero
balance and the traveler's name. if a zero balance is not shown,
the credit card receipt along with the original lodging receipt
will be acceptable proof of payment. In the case of athletic
team travel, it is required that a list of names of those who
occupy the rooms be attached the to receipt(s), if they are not
shown on the receipt(s) itself.
Under no
circumstances will lodging be paid for a guest or spouse unless
they are also traveling on approved University business.
Lodging is paid
as a reimbursement and is, therefore, not considered reportable
wages. (This pertains also to transportation, registration fees,
parking charges, mileage, tolls and telephone charges.)
If an employee
stays with friends or relatives while on official state
business, no cost for lodging is allowed, whether or not any
payment of lodging is made to the friend or relative.
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