Lodging

Hotel/Motel

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.

In most instances, each employee staying in the room MUST claim their 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.

 

For local and In-state Travel, the following rates are available:

Marriott discounted rates are available for In-State Travel and parts of Texas.  Please view Mariott Pricing for detailed information.

The Graduate (Fayetteville only) rates are available as follows:

TERMS:         Valid July 15, 2024 - December 31, 2025
RATE:              Standard Room Types  $139.00 + tax with a 15% backer if rate falls below

                                                                                     OR
                             15% off Best Available Rates
                             For all room types plus upgraded Deluxe rooms, Balcony rooms, and Suites

CONCESSIONS:  Complimentary Wifi, 24 hour cancelation, complimentary self parking for 1 vehicle

BLACK OUT DATES:  Move In, Home football games, Commencement Spring/Fall, Family Weekend, NCAA Regional/National Championships, SEC National Championships, Walmart Shareholders Week, Hotel Buyouts

Other Types

Reimbursement for other types of lodging is allowed if a benefit to the State can be shown.  This would include nonconventional lodging such as a nontraditional rental obtained through an online marketplace, Bed & Breakfast, lodging with family or friends, and even a recreational vehicle (trailer/camper).  If multiple travelers use a nontraditional rental obtained through an online marketplace, documentation must be submitted breaking down the cost by traveler.  In addition, reasonable cleaning charges may also be reimbursed if, when added to the cost of the rental, would not cause the amount per traveler to exceed the lodging costs listed in the Federal Travel Directory for the travel destination.

 Lodging with family or friends (with or without charge) is allowed, however, the traveler will not be reimbursed an amount comparable to conventional lodging in the area or a flat “token” amount.

Use of a recreational vehicle (trailer/camper) is allowable lodging provided that the cost of parking fees, connection, use and disconnection fees for utilities, electricity, gas, water, sewer and dumping fees do not exceed the lodging costs listed in the Federal Travel Directory for the travel destination for the same length of stay.