Photocopies or faxed copies may be acceptable in exceptional circumstances when properly justified in writing.
Reimbursement is limited to the single rate for a standard single room.
Employes of the same sex traveling together are encouraged, whenever feasible, to share lodging accommodations. If a room is shared by employes, the reimbursement may be divided equally. Any amount in excess of the maximums must be accompanied by a receipt and an explanation of the reasonableness of such expense. Maximums may be exceeded when unavoidable additional expenses, i.e., additional ground transportation costs, would be incurred by trying to adhere to the maximum resulting in a higher cost. An employe may stay at the conference site where lodging exceeds the maximum on the basis that it enables the employe to gain professional benefits due to interaction with other attendees.