Is there a limit on the nightly lodging rate eligible for travel?

Yes, lodging is limited to one of two rate options, whether being reimbursed or paid by university resources (e.g. PCard or PO).

  • When attending a conference, the conference rate should be considered as the primary option, given that the conference hotel provides the meeting environment, room discounts, meals and eliminates transportation costs from other locations.
  • When a conference rate is not available, lodging selection must be compared to the federal lodging rate published by the General Services Administration. The rate is capped by the threshold of up to twice the federal lodging rate for the business travel location.  Note:  If the lodging expense falls within the range of 1.5 to 2 times the federal lodging rate, additional justification is required to demonstrate the reasoning for the higher lodging rate selection over comparative locations.  The least expensive option must always be considered as long as it meets the business needs of the travel.  This threshold is inclusive of the nightly rate only and does not include tax or other hotel specific fees (e.g. resort fees).

Best Practice Tip:  If your lodging reservation is 1.5-2 times higher than the federal lodging rate, research your justification comparisons before you travel to ensure you are within policy. Take screenshot images of the comparison locations, provide safety concerns details or additional cost considerations to properly justify the selection.

FAQ Set: