Lodging
Travelers are eligible to receive reimbursement for
travel only when away from “official domicile” or temporary assignment
unless exception is granted in accordance with these regulations. Temporary
assignment will be deemed to have ceased after a period of thirty-one
calendar days, and after such period the place of assignment will be
deemed to be his/her official domicile. He/she shall not be allowed
travel and subsistence unless permission to extend the thirty-one day
period has been previously secured from the Commissioner of Administration.
Reimbursement for lodging (plus tax) is to be reported on the Travel
Expense Account Form according to the date in which the expense occurred.
Original receipts are required. It is expected that reservations
be made in advance whenever possible. Many hotels and motels grant
commercial rates upon request to State employees who show identification.
In the event that the original receipt can not be provided, a faxed
copy from the vendor is acceptable. However, it should be noted on
the receipt and signed by the traveler that “Due to …… the original
receipt is unavailable. Please accept this copy as an original.”
A traveler may exceed the appropriate lodging rate by no more than
twenty-five percent, if prior approval was granted. Special approval
is made on a case-by-case basis. Each case must be fully documented
as the necessity and cost effectiveness of alternative options in the
designated area on the Authorization to Travel Form.
When a room is shared with another college employee on travel status,
reimbursement will be calculated on a pro rata share of the total
cost. However, if the pro rata share of lodging cost is claimed,
the Travel Expense Account Form must show the name or names of the
employees with whom the room is shared. The simplest method would
be for each employee to ask for a separate bill for his/her share
of the room cost.
Lodging
Rates
1.
Routine
Travel
2.
Conference
Travel
Travelers may be reimbursed expenses for conference hotel lodging,
if the hotel will be hosting or is in “conjunction with hosting” the
meeting/conference. When reservations are not available at the actual
conference hotel and multiple hotels are offered in conjunction with
a conference, the traveler shall seek prices and utilize the least expensive.
In the event that all conference hotels are unavailable, then the traveler
is subject to making reservations within the hotel rates as allowed
for routine travel.
Lodging
Tax Exemption
Sample Travel Expense Account Form
