Lodging

 

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.  

  • please use lodging per diem line item ( enter in future date)

When is Lodging Reimbursable

In travel status, more than 50 miles from duty station, staying in commercial lodging facility and UW business: 

  1. if 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. if it 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. if reasonable departure time considering health and safety of traveler. ex. if conference starts at 8 a.m. okay to leave the night before.
  4. if it requires staying during normal return night 

    Consider

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

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

  6. proof of payment is always required for reimbursement

    • hotel folio is required if hotel was NOT pre-paid

AirBnB and VRBO are considered comercial lodging facilities. Please be sure to include all fees in the daily rate of the lodging per diem line item. 

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 the 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

                 

*Mandatory Resort Fee should be included in daily taxes field

*Other mandatory fees should be removed and placed under other micelenous line item with description "mandatory fee"

 

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

                                     

* If travel was prior to listed per diem in ARIBA use "Other  Miscellaneous" line item, add comment listing both allowed per diem and actual daily rate paid, and attach proof in form of a pdf or copy and paste details into comment section.   

*If different rate each night be sure to use different line item for each rate.    

Exceptions to Lodging Allowance

Lodging expense over allowance up to 150% of total per diem rate (lodging and meals) 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

* Must be able to back up lodging exception if audited.

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

Contracted Hotels 

Trailer/Camper

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

Leasing Residential Space

If traveler is leasing a residental space  it may be reimbursed using the lodging line item on eTravel. If department is reimbursing a vendor  please see UW Real Estate Office.

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