Lodging
Lodging
- Reservation Coordination: Travelers must coordinate all lodging reservations through Purchasing & Travel. This includes Airbnb and VRBO accommodations, conference room rates, and online hotel bookings. Centralized coordination helps ensure the best available value, traveler security, access to applicable discounts, and use of approved contract hotels.
- Payment Method: Traveler should use the university travel/corporate card whenever possible to pay for lodging expense and guarantee room reservations.
- Non-reimbursable Expenses: Charges for in-room entertainment, mini-bar items, and similar personal services are not reimbursable and must be covered by the traveler’s per diem allowance.
- Hosting Gratuity: Travelers staying with friends or relatives may claim a $10 daily lodging allowance. This amount, in addition to regular per diem allowance, is intended to help the traveler provide a gratuity to the host.
- Travel Companions: Unrelated travel companions of the opposite sex must stay in separate, lockable rooms while traveling on university business. Unrelated travel companions of the same sex may share a room only when no power differential exists (for example, between a professor and student or supervisor and supervisee), both individuals agree to the arrangement, and each person is provided with a separate bed.
- Student Group Homestays: The university does not permit student groups to stay overnight in private homes unless the homestays are arranged through approved third-party providers under contract with the university.
Updated: May 28, 2026