Prior to Trip

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

REMEMBER:

Prior approval is required if claiming reimbursement over the allowance.

When is Lodging Reimbursable?

In travel status, staying in commerical 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. 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. 

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
• 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 by staying at a less expensive but more distant location 
3. suite required
4. special event or disaster
5. compliance with Americans with Disabilities Act or safety/health is a concern

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 cost over 150% allowance is reimbursable if:

• have prior approval from authorized person 
• 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.