Lodging
Lodging Policy
Reimbursement for lodging is limited to the single room rate, plus applicable taxes. If a safe is in the room, the cost of the safe, if applicable, may be included with the hotel amount.
If more than one person occupies a room, the single room rate must be noted on the receipt. If the room rate is the same regardless of number of people in room, then this too must be noted.
The maximum allowance, without justification and approval from the Travel Office will be limited to the Federal-per-Diem rate depending on the location for the entire trip. Requests for lodging where the rates exceed the maximum federal-per-diem must be included in the Spend Authorization and/or Expense Report prior to travel.
Arkansas State Travel Regulations prohibit one employee paying for another employee's expenses meaning that, if two employees share a hotel room, each employee will need to claim their own portion of the room expense. Most hotels will split the cost of the room on the receipt. Only in those instances where the Travel Office has granted an exemption may one person be allowed to claim the entire room expense.
Itemized receipts for lodging are required. A credit card receipt is not acceptable.
Processing Lodging in Workday®
When using the expense item Hotel Accommodations - Official Business or Hotel Accommodations, you will split out room, tax, meals, parking, etc., in the Daily Expenses portion of the expense line. Do not split these out under the Itemization section or you will not be able to submit the expense report. Only split expenses in the Daily Expenses section of the expense line.