Corporate cards are available to employees to minimize the use of their personal funds. Excess Lodging Excess lodging is allowed when the employee is in a high cost area and unable to secure lodging within the current allowance. Approval in advance from a department head, director, or vice chancellor is required for excess lodging. Excess lodging can be requested on the travel authorization form. The reimbursement rate for meals is inclusive of gratuities.
Documentation is required in advance to claim excess meals.
Receipts are required for excess meal subsistence. Tips Meal tips incurred by the traveler must be included in the subsistence allowances. Tips for room service, valet service, or other hotel services will not be reimbursed with the exception of the previously noted baggage handling tips. Employees may use the state network system, state credit card, or may be reimbursed for personal long distance calls if such calls are of an emergency nature. An example could be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.