Prior to Trip

Verify lodging per diem allowance since reimbursement is limited to maximum allowance unless an exception applies.

REMEMBER:

Prior approval is required if claiming reimbursement over the allowance.

Lodging Deposit

May be reimbursed before the trip.  

• verify and compare lodging per diem allowance to daily rate if requesting reimbursement for entire trip
• enter a comment and list lodging per diem allowance and daily rate
• provide justification if amount of entire trip is over the lodging per diem allowance
• select Lodging Per Diem if claiming reimbursement after the trip instead of Hotel Deposit

When is Lodging Reimbursable

In travel status, staying in commercial lodging facility and UW business: 

1. is less than 50 miles from official duty station and official residence with prior written approval from an authorized person; one of these conditions must apply:
   • attending back-to-back late night/early morning meetings
   • acting in custodial or leadership role and must, as part of your duties, lodge with students or other clients (i.e. coaches lodging with student athletes)
   • avoid driving in severe inclement weather
   • traveler's health and safety is a concern
   • perform critical functions and must remain near workstation during emergency situations
2. requires additional time at current business location due to multiple meetings and it's not feasible to return to duty station prior to next business meeting
   • justification of direct savings must be noted on reimbursement
3. departure
   • allowable if reasonable time considering health and safety of traveler.
   • ex. if conference starts at 8 a.m. okay to leave the night before.
4. requires staying during normal return night 

   Consider

   • will arrival to official station/residence be at a reasonable time (by 9pm) to observe next day's regularly scheduled working hours regardless whether it's a normal work day, weekend or holiday
     • if arrival is not at a reasonable time, traveler must return to either official duty station/residence the next day as soon as possible
   • traveler's health/safety a concern
   • compliance with Americans with Disabilities Act

   Justification of direct savings by staying another night must be noted on reimbursement. 

5. caused a long layover for at least 10 hours (use per diem rate for the location where you stayed)

6. hotel folio is always required for reimbursement

Lodging Allowance

List of Domestic Per Diem Rates

• includes 48 contiguous States and District of Columbia high cost locations
• compare allowance to actual room rate only 
  • use this county code search when the city is not listed and to identify if the city is in a high cost county
  • if both city and county is not listed, use CONUS (contiguous U.S. and District of Columbia) standard lodging rate of $70
  • increase to $77 effective October 1, 2010
• actual room rate plus taxes is reimbursable if actual rate only is equal or less than lodging allowance

List of Non-Contiguous Per Diem Rates

• includes Alaska, Hawaii, and other U.S. territories
• compare allowance to actual room rate only
• use other category if location is not listed
• actual room rate plus taxes is reimbursable if actual rate only is equal or less than lodging allowance

List of Foreign Per Diem Rates

• listed in US dollars
• convert actual room rate plus taxes to US dollars and compare to allowance
• use other category if location is not listed
• actual total cost (plus taxes) are reimbursable if total is equal or less than lodging allowance

Exceptions to Lodging Allowance

Lodging expense over allowance up to 150% of total per diem rate is allowed if prior approval from an authorized person and one of the exception applies:

1. maximum benefits achieved by staying in the conference hotel
2. lower costs overall (savings achieved from occupying less expensive lodging at a more distant location are consumed by increase in transportation and other costs) 
3. suite required
4. special event or disaster
5. compliance with Americans with Disabilities Act or safety/health is a concern
6. Non UW

150% Allowance

Add total allowable per diem (lodging and meals) and multiply by 150%.  Compare this allowance to:

• actual room rate excluding taxes for Domestic and Non-Contiguous locations
• actual room rate plus taxes for Foreign locations

Lodging expense up to this 150% allowance is allowed if prior approval from an authorized person and one of the exception applies.

Over 150% Allowance

Lodging expense over 150% of total per diem rate is allowed if prior approval from an authorized person and one of the exception applies:

• Non UW
• maximum benefits achieved by staying in the conference hotel

Trailer/Camper 

Cost of space rental, up to maximum lodging allowance is reimbursable.  Traveler is responsible for rental/lease of trailer/camper.