(A) Travelers are expected to make advanced bookings for lodging and should always use the purchasing card to make reservations where possible. Receipts are required for all lodging. A detailed invoice or folio shall be the document utilized for reimbursement and PCard transactions. Allowable reimbursement for lodging shall include the actual expense for overnight accommodations and all applicable taxes and surcharges. Employees are reimbursed for lodging up to the maximum per diem established by the federal government. Travelers may request reimbursement above the per diem, not to exceed 300% of the maximum per diem allowance. Request for reimbursement above the per diem allowance should be made in advance of travel. Reimbursement above per diem after travel may be granted with approval of officials (Council).
(B) Travelers shall secure the lowest rate available at a reasonably priced facility. Certain hotels and motels offer special reduced rates to government employees and should be utilized where available.
(C) Reimbursement for a single occupancy shall be at the least expensive single room rate available.
(D) The location of the lodging facility should be as convenient as possible to the place where business is being transacted. The meal per diem is based on the temporary duty location as designated by gsa.gov (U.S. General Services Administration). If lodging is not available at the temporary duty location, the agency may authorize or approve the maximum per diem rate for the location where lodging is obtained.
(E) For multiple occupancy, reimbursement may be claimed fully by one traveler with no claim filed by the other traveler, or each traveler may be reimbursed at equal percentages of the total actual cost for accommodations.
(F) If an increase in the lodging charge is incurred, the change is reimbursable if approved by officials to change travel plans, or if extenuating circumstances occur. Charges incurred due to the traveler’s failure to notify the facility will be considered the personal expense of the traveler.
(Res. 14-001, passed 3-24-2014)