Reimbursement is limited to the approved state rate. Prior approval is not routinely granted but is available only in exceptional circumstances. Factors taken into account are the nature of the employment and work involved, duration of the travel and similar items. If it appears to be appropriate that an individual or group of individuals apply for permission for payment to be made directly to the motel or hotel, requests shall be submitted in writing to the Business Office as far in advance of the travel date as possible. This will be referred to the State Auditor and the written response from that office will be attached to the voucher.
Special permission is required to bill a motel directly.
A purchase order will be issued to the motel. Extraneous expenditures such as meals or telephone cannot be charged to the motel room. Direct voucher payment to the motel is cross-referenced to the travel vouchers for the individuals in question. Direct vouchers and motel invoices shall include the names of all the individuals staying and the dates of their stays. Direct voucher payment is satisfactory to the management of the motel in question.