11.5 Guidelines by Expense Type - Lodging and Accommodations

11.5.1 Hotel Reservations & Upgrades

When overnight stay is required, hotel accommodations must be made through Concur or the university-approved travel agency. Conference and event hotels with negotiated room blocks should be booked directly with the conference organizer and submitted for reimbursement after the conference. Trips less than 100 miles one way do not qualify for reimbursement for an overnight stay. Exceptions require prior approval from the Chancellor Business Office (CBO).

Home-share lodging options are not recommended for faculty, staff, and graduate students and must not be used for undergraduate students due to insufficient safety regulations. Faculty, staff, and graduate students who choose these lodging options will only be reimbursed up to the cost of standard hotel accommodation. Travelers are entitled to accommodations that are safe, well-located, and meet reasonable standards of cleanliness and comfort. Travelers will be reimbursed for standard room accommodations that meet the above criteria with an itemized hotel folio. An employee will not be reimbursed for any cost associated with an upgrade in room accommodation.

Hotel incentive or frequent guest/rewards programs should not be a determining factor in choosing a hotel. However, an employee can apply their points to upgrade their accommodations. Any membership fees associated with joining/retaining these programs are not reimbursable.

11.5.2 Preferred Hotels

The university has contracted rates with several hotel suppliers. These hotels and rates are loaded in Concur or the university-approved travel agency.

11.5.3 Conference/Event-Related Lodging

If travelers are attending a conference or other business-related event or activity, it is advised to stay at an event-designated hotels by booking through the conference or event website to ensure the stay is booked at the event’s designated lodging rate. If the designated event hotel is not chosen, reimbursement will not exceed the designated hotel rate without justification and approval from the traveler’s unit head prior to booking. An explanation of the exception must be included in the reimbursement request and attached to the expense report.

11.5.4 Lodging Expenses (mini-bar, internet, phone, movies & meals)

All lodging expenses must be supported by itemized hotel folio which details purchases and services provided. Services, whether meals or other, charged on the lodging folio require additional substantiation. Non-reimbursable lodging expenses include but are not limited to the following list of items:

• Personal entertainment

• Mini-bar and gift shop items

• Haircuts, shaves, manicures, leisure reading material, personal products

• Apparel or clothing, shoes, and accessories

• Theft, loss, or damage to personal effects

• Laundry or dry-cleaning

• Health club charges

11.5.5 Cancelation Notice

When making reservations, employees should always review the hotel cancellation policy to understand what is required to cancel or modify the reservation. An employee should go through Concur Online Travel or the Travel Management Company for all hotel cancellations and are responsible for canceling accommodations made outside of Concur or the travel agency within the hotel’s cancelation period prior their scheduled arrival. Any “no show” penalties incurred will not be reimbursed by the university, except for valid business reasons and/or circumstances beyond the employee’s control. Documentation of the reasons for the cancellation and any applicable approval is required for reimbursement and must be noted in the comments section on the expense report in Concur.

11.5.6 Lodging Payment Procedures & Receipt Requirements

Traveling employees use a personal form of payment to pay for lodging and submit for reimbursement upon their return. The hotel folios for lodging are required and must be attached to the expense report. Employees must request the detailed itemized hotel statement/folio for their stay which must include the employee’s name, dates of stay, and payment method. Any meals such as room service or hotel restaurant charges appearing on the hotel statement/folio need to be removed when submitting a lodging expense reimbursement request.

Hotel payments can also be processed through the PO/check request process in RU Marketplace if the hotel accepts check as a form of payment. There are no hotel per diem rates. Lodging is reimbursed at 100 percent of the actual expense for a standard hotel room plus tax. For international stays, only a single occupancy is reimbursed.

11.5.7 Private Residence Stays (U.S.)

If the traveler stays at a private residence (non-hotel), the landlord of the property must provide the traveler with a W-9 for the traveler to be reimbursed. 

11.5.8 Private Residence Stays (International)

If a traveler stays at a private residence (non-hotel) outside of the U.S., a W-8 BEN should be provided whenever possible. Forms can be found at University Tax Department.