Accounting Office

Lodging

Choose reasonable lodging near the business destination that meets the approved travel need. Use Concur, Anthony Travel, or another UC preferred option whenever practical.

How to book lodging

Five-step lodging booking guide

Lodging limits by travel location

The applicable lodging limit depends on the travel destination. Lodging reimbursement is always based on the actual lodging expenses incurred, up to the applicable limit.

Travel location Reimbursement guidance
CONUS – Continental United States Actual lodging expenses may be reimbursed up to $333 per night, before taxes and mandatory fees, for travel lasting fewer than 30 days.
OCONUS – Alaska, Hawaii, Puerto Rico, Northern Mariana Islands, and U.S. possessions Actual lodging expenses may be reimbursed up to the applicable Department of Defense OCONUS lodging rate for the destination. Department of Defense Per Diem Rate Lookup
Foreign – Travel outside the United States and its possessions Actual lodging expenses may be reimbursed up to the applicable U.S. Department of State foreign lodging rate for the destination. U.S. Department of State Foreign Per Diem Rates

Common Lodging Situations

Situation What to do
Lodging above the applicable rate limit  Retain a contemporaneous comparison and explain why the selected lodging was reasonable and necessary.
Standard hotel stay Choose a reasonable rate near the business destination and retain the final itemized folio.
Official conference hotel Retain the conference materials identifying the hotel and rate. The official rate may be allowable even when it exceeds the standard limit.
Shared lodging Identify all occupants, explain the allocation, and ensure the University pays no more than the allowable business cost.
Personal extension Separate personal nights and incremental costs. The traveler is responsible for the personal portion.

Lodging guidance

  • The final folio should show the traveler or guest, hotel, dates, nightly rate, taxes and fees, incidental charges, total amount, and form of payment. A booking confirmation alone is not a final lodging receipt.

  • Use caution with third-party or bundled reservations. Confirm that the provider will issue sufficient itemized documentation and that the cancellation terms and total price support the business need.

  • Review cancellation terms before booking and cancel promptly when plans change. A no-show or forfeited deposit must be supported by the business circumstances and may be denied when the charge resulted from avoidable delay.

  • Exclude personal movies, minibar, companion charges, room upgrades, personal nights, and other nonbusiness costs. Document and repay any personal amount charged to a University card.