Conference lodging:

In order to be reimbursed for the actual cost of lodging while attending a conference,

ALL of the following must be submitted :

  1. Prior approval on section #4 (Conference lodging section) of the travel prior approval form must be marked and signed.
  2. Documentation from the designated conference hotel(s) showing the designated conference rate. Usually this can be found on the conference website and/or conference registration form or agenda.
  • If there are multiple designated conference hotels offering varying rates, the traveler may choose one of these as long as documentation detailed in #1 and #2 are submitted. Choosing the lowest available conference rate is strongly encouraged.
  • If the designated conference hotel(s) is sold out, a statement of non-availability must be submitted. This is usually accomplished through an email directly from the host hotel(s) and/or a sold out statement on the conference website. In this scenario, reimbursement will be capped at the designated conference hotel rate (plus tax).
  • If your conference does not have a designated conference hotel, reimbursement will be capped at the applicable tier city rate (plus tax).

See section #4 on prior:

 

Allowance for cost of conference/meeting/training seminar lodging for single occupancy standard room (applies only to a desginated conference/meeting/training seminar hotel) DOCUMENTATION FROM CONFERENCE SHOWING CONFERENCE RATE REQUIRED. IF CONFERENCE HOTEL NOT AVAILABLE, DOCUMENTATION OF NON AVAILABILTY REQUIRED

Non-conference lodging:

In order to be reimbursed for the actual cost of lodging while on routine travel,

ALL of the following must be submitted :

  1. Prior approval on section #4 (non-conference lodging section) of the travel prior approval form must be marked and signed.
  2. Documentation showing the best available rate was received. At a minimum, two additional, quotes must be submitted as supporting documentation. An email directly from the hotel or a printout from the hotel's website will satisfy this requirement.

See section #4 on prior:

 

Allowance for cost of non-conference/meeting/training seminar lodging rates (documentation must be submitted to show attempts were made with hotels in the area to receive the best rate).

Please note- approval for conference lodging and non-conference lodging rates are not interchangeable.