10-8: Lodging

Effective: January 15, 2024
Revised: September 3, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7

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Purpose

This policy outlines the conditions for booking lodging and being reimbursed for lodging. It explains that loyalty points and vouchers or credits related to involuntary changes belong to the traveler.

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Definitions

Actual cost – The total amount of money that was paid for an expense.

Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

Conference hotel – means the hotel designated by the conference host, as specified in the conference materials. 

Designee – The person who has written permission from the executive director to act on the executive director’s behalf. The executive director is responsible for selecting a designee who has the knowledge, skills, and experience to make decisions in the best interest of the agency.

Executive director – The executive leader of an agency.

Non-employee – A person who is not employed by the state of Utah.

P-card – A state-issued purchasing card used for approved business purchases.

Per diem – The generic term for the federal travel reimbursement rates, sometimes called GSA rates. Reimbursement rates for travel are determined by location and are established by the U.S. General Services Administration, the Department of Defense, and the Department of State. Rates can be found on the U.S. General Services Administration website. 

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

Reimbursement request – The general term for requesting payment for travel expenses. In Concur, the state’s travel software, travelers add their expenses to a report. Travelers who can’t use Concur use form FI 51: Travel reimbursement request.

Sufficient documentation – The documents that show the merchant, amount paid, method of payment, date incurred, and description of the item purchased or service received. A combination of supporting documents may be needed to verify each element of the expense. Sufficient documentation includes the following official evidence of transaction:

•  Itemized receipts
•  Invoices
• Cash register tape receipts
• Canceled checks or other documents reflecting proof of payment or electronic funds transferred
• Account statements
• Credit card statements

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries.

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Policy

A – General information

1 – Travelers are eligible for a lodging reimbursement when their destination is 75 miles or more from their personal residence.

1a – The executive director or designee may approve lodging that is less than 75 miles from a traveler’s personal residence if:

• there’s an unusual circumstance, such as the traveler is required to work at the destination after work hours or there are safety issues; and
• the traveler requests the exception before the trip.

1a.1 – The request for the exception and the approval must be attached to the traveler’s reimbursement request.

2 – Lodging is considered within per diem when the base rate, without taxes and fees, is at or below per diem.

3 – Travelers are not reimbursed for upgraded lodging accommodations.

4 – Travelers must not use lodging that was booked for state business for personal travel days. 

4a – Travelers must book lodging for the personal portion of their trip separately.

4b – Travelers must not book lodging for personal travel days through the state contract; this means travelers may not use the booking tool in Concur or the State Travel Office to book lodging for personal use.

B – Paying for lodging

1 – A traveler may pay for lodging with their own p-card or a personal credit card.

1a – Expenses paid for with a p-card are not reimbursed, but still must be added to the traveler’s reimbursement request. 

2 – A p-card holder may not use their p-card to pay for another employee’s lodging unless the p-card holder is staying with a group of employees at a vacation rental site. Agencies should consider issuing p-cards to employees who travel frequently to simplify accounting for travel reimbursements and for the traveler’s convenience.

2b – A p-card holder may use their p-card to pay for lodging for non-employees as long as there is a valid business purpose and the non-employee is not reimbursed for any expenses.

C – Staying at a hotel

1 – Booking a conference hotel

1a – Travelers may stay in a conference hotel when the room rate is within 3 times the per diem.

1b – Travelers must book a conference hotel room directly through the hotel, through the booking tool in Concur, or through the State Travel Office—whichever offers the lowest rate.

1c – If the conference hotel rate is more than 3 times the per diem, travelers must follow section C-2 below to book a non-conference hotel.

2 – Booking a non-conference hotel

2a – Travelers must book non-conference hotel rooms at the best available rate within 3 times the per diem through the booking tool in Concur or through the State Travel Office.

2b – If there are no hotels in the area within 3 times the per diem, the traveler must contact the State Travel Office to book a hotel room.

3 – Reimbursement for hotels

3a – If travelers book hotels according to the guidelines in sections C-1 or C-2, travelers are reimbursed the actual cost per night.

3b – If travelers don’t follow the guidelines in sections C-1 or C-2, travelers are reimbursed the actual cost per night up to the per diem plus taxes and mandatory fees. For example, if a traveler used Expedia to book a hotel that cost 2 times the per diem, the traveler would be reimbursed only the per diem plus taxes and fees, not the full cost of the hotel. 

3c – Travelers may choose to book a more expensive hotel but are not reimbursed the extra cost. For example, if a traveler could book a hotel within per diem but chooses to book a more expensive hotel instead, the traveler is reimbursed per diem plus taxes and mandatory fees, not the actual cost of the hotel.

D – Staying at a vacation rental property

1 – Booking vacation rentals

1a – Travelers may book vacation rental sites such as Airbnb or VRBO if:

• the total cost per person is within per diem (divide the total cost of the vacation rental by the number of travelers and number of days to check if it’s within per diem); and
•  the vacation rental is in the best interest of the state.

1b – Travelers may book directly with the vacation rental site.

2 – Reimbursement for vacation rentals

2a – The traveler who paid for the vacation rental site is reimbursed the actual cost up to the per diem per person. 

E – Staying with friends or family

1 – Travelers may choose to stay with family or friends instead of staying at a hotel or vacation rental property.

2 – Travelers may receive an allowance of $25 per night. The reimbursement is reported as taxable income to the GovOps Division of Finance payroll team.

F – Staying in a personal camper or trailer home

1 – Travelers may use their personal camper or trailer home instead of staying at a hotel or vacation rental property.

2 – If a traveler has sufficient documentation from a facility, they are reimbursed the actual cost up to the per diem. 

3 – If a traveler doesn’t have sufficient documentation from a facility, they may receive an allowance of $25 per night. The reimbursement is reported as taxable income to the GovOps Division of Finance payroll team.

G – Vouchers, credits, and loyalty programs

1 – Vouchers and credits given to travelers for involuntary lodging changes or disruptions are considered the property of the traveler.

2 – Loyalty programs like hotel frequent guest programs, which give travelers discounts or incentives are considered the property of the traveler.

H – Documentation

1 – See travel policy 10-6 section B to learn what documents must be attached to the traveler’s reimbursement request.