10-8: Lodging

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

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.

Definitions

Agency – Any agency, board, bureau, 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 – A hotel designated by the conference sponsor or organizer as a conference hotel.

Designee – The person who has written permission from the executive director to act on their 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.

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

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

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, travelers add their expenses to a report. Travelers who cannot use Concur use form FI 51.

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.

Policy

A – General reimbursement information

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

2 – Lodging is considered within GSA rates when the base rate, without taxes and fees, is within the GSA rates.

3 – Travelers are not reimbursed for upgraded lodging accommodations.

B – Paying for lodging

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

1a – P-card holders must not pay for another employee’s lodging with their p-card.

1b – P-card holders may 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 – Conference hotel reservations

1a – Travelers must book rooms within GSA rates if available.

1b – If GSA rates are not available, travelers must book rooms at the best available rate within 300% of GSA rates.

1c – Travelers may book rooms directly with the hotel, through the booking tool in Concur, or through the State Travel Office, whichever offers the lowest rate.

1d – If the conference hotel rate is over 300% of GSA rates, travelers must book a non-conference hotel following the non-conference hotel procedures below.

2 – Non-conference hotel reservations

2a – Travelers must book non-conference hotel rooms through the booking tool in Concur or the State Travel Office if:

the rooms are within GSA rates; or
no rooms are available at GSA rates, but there are rooms within 300% of GSA rates. Travelers must book rooms at the best available rate within 300% of GSA rates.

2b – If no rooms are available within 300% of GSA rates, travelers must contact the State Travel Office to book a hotel.

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 plus tax and mandatory fees.

3b – If travelers do not book hotels according to the guidelines in sections C-1 or C-2, travelers are reimbursed the actual cost per night up to the GSA rates plus tax and mandatory fees.

3c – Travelers may choose to book a more expensive hotel, but are only reimbursed the GSA rates or the lowest available rates if rates were above GSA rates plus tax and mandatory fees.

D – Staying at a vacation rental property

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

1a – the total cost of the vacation rental is less than or equal to the GSA rates per person (divide the total cost of the vacation rental by the number of travelers and number of days to check if it is within GSA rates); and

1b – a vacation rental is in the best interest of the state.

2 – Travelers may book directly with the vacation rental site.

3 – Reimbursement for vacation rentals

3a – Travelers who pay for vacation rentals with a personal credit card are reimbursed the actual cost of the vacation rental up to the GSA rates multiplied by the number of travelers and number of days.

3a.1 – Only the person who paid for the rental property may be reimbursed for lodging regardless of the number of people who stayed there.

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 – Reimbursement for staying with friends or family

2a – Travelers are reimbursed $25 per night. The reimbursement is reported as taxable income to the GovOps Division of Finance payroll team.

2b – Travelers must attach a document with the travel dates, person they stayed with, and business purpose to their reimbursement request in Concur.

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 – Travelers are reimbursed the actual cost per night up to the GSA rate plus taxes.

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 – Exceptions to the policy

1 – The executive director or designee has the authority to approve exception requests for lodging. See policy 10-17: Exception requests.