When University employees make their own arrangements or can control the site of the conferences, training sessions, or agency board and commission meetings, the conference designated hotel ruling may not apply. If such meetings require overnight lodgings, reimbursement may be limited to the regular allowances. If established lodging reimbursement maximums will be exceeded when the site is controlled by University employees, a request for exception should be forwarded to the Financial Services Office for approval at least one week in advance of the meeting. Travel Expense Reports received in the Travel Office that do not have a copy of the prior approval letter attached may not be honored for amounts that exceed maximums. The exemption request should explain why it is impractical to use commercial establishments where the rates are within prescribed allowances.
Receipt requirements The commercial establishment's original receipt is required.
A credit card receipt is not acceptable. Each traveler should obtain a separate original lodging receipt for each travelers portion of the lodging cost. When a room is to be shared, the travelers should request separate receipts when registering. Photocopies must be signed by the traveler and approved by the department head. No photocopies will be accepted without these original signatures.