The itemized hotel bill must show the additional charge separately from the room charge. Original , itemized hotel bills reflecting the balance paid in full are required for reimbursement. Direct agency billing of lodging expenses is permitted and encouraged. Many lodging establishments will accept Purchase Orders from MWC and will bill the College directly. All necessary approvals as outlined above, must be secured.
Advance payments are limited to the first nights lodging only.
Incidental expenses include bellhop, taxi and shuttle tips, personal telephone calls, laundry, travel between lodging and places where meals are taken, and other individual needs. Maximum meal and incidental rates are issued by the Commonwealth using a standard rate with a city by city exception rate. The most recent table outlining those rates is included in the Appendix. When meals are provided, such as in conjunction with a conference, the per diem rate is reduced by the allowable rate for that meal. For example, at a Charolttesville meeting, breakfast is provided at no cost on the day the traveler is returning home.