Lodging

1) Lodging expense is the cost incurred for an overnight stay while in travel status   

2) Reimbursement of lodging expenses is at actual cost.   

3) The individual with expenditure authority has the responsibility to determine the most  appropriate and cost‐effective rates considering federal lodging allowances and the business  need. 

4) Reimbursement of actual costs for lodging in excess of 1.5 times the federal lodging allowance  rate requires a business substantiation. 

e.  Non‐commercial lodging allowance rate ‐ A non‐commercial allowance equal to 15 percent of  the short‐term federal lodging allowance rounded up to the nearest dollar may be utilized when  the circumstances of travel are such that the traveler can reasonably be expected to incur  expenses comparable to those arising from the use of non‐commercial subsistence facilities  such as field camping, state camps, university facilities, staying with friends or relatives, or other  accommodations, and the rate reasonably approximates the cost of obtaining the service.  Noncommercial lodging can be reimbursed at the actual cost incurred when a receipt is provided.   f.  Travel Delays Beyond Traveler’s Control ‐ If an airline or other carrier assumes the cost of  lodging or meals due to over‐flying a destination or other travel delays beyond the control of the  traveler, the traveler may be reimbursed for necessary costs over and above those paid by the  airline, provided the per diem allowances or expense reimbursements are adjusted accordingly.    

A non‐commercial allowance equal to 15 percent of the short‐term federal lodging allowance rounded up to the nearest dollar may be utilized when the circumstances of travel are such that the traveler can reasonably be expected to incur expenses comparable to those arising from the use of non‐commercial subsistence facilities such as field camping, state camps, university facilities, staying with friends or relatives, or other accommodations, and the rate reasonably approximates the cost of obtaining the service.  Non‐ commercial lodging can be reimbursed at the actual cost incurred when a receipt is provided.  

 If an airline or other carrier assumes the cost of  lodging or meals due to over‐flying a destination or other travel delays beyond the control of the  traveler, the traveler may be reimbursed for necessary costs over and above those paid by the  airline, provided the per diem allowances or expense reimbursements are adjusted accordingly.