| Expense Type |
Lodging |
| What is the allowable
level of expense? |
Select
either actual expenses or per diem for entire trip
Actual
Per Diem
- If you are going to select per diem for lodging, you must also
select per diem for meals. Generally, per diem is appropriate only
for longer trips to locations where lodging rates are low.
- Federal lodging daily per diem rate for destination subject to
your unit’s restrictions. Refer to Federal Per Diem Rates on the University's TravelNet website.
- Per diems are for University employees only. Refer to Traveler
Tips, Per Diem Reimbursements
|
| How do I make my
travel arrangements? |
-
U of C Travel Services
-
Independent Travel Agent
-
Contact hotel directly
|
| How do I pay for
the travel expense? |
|
| What level of audit
will my Account Reviewer provide? |
- Hotel bill indicates single occupancy.
- If per diem selected for lodging, it must also be selected for meals
(Citation/regulation8)
- For per diem: rate claimed agrees with federal daily rate, subject
to your unit’s specific restrictions
- For the first and last days of travel, request only the prorated portion. Refer to Rules
on Prorating Per Diem.
|
| What documentation
do I need to be reimbursed? |
Actual
-
Original itemized hotel bill for room and tax in all cases regardless
of amount
-
Report any other charges on the bill in the appropriate category (e.g., meals,
parking, incidentals)
-
If you paid more than the single rate and the additional charge is for a
non-University traveler (e.g., your spouse came along), write the single
room rate on the bill and adjust the bill. If single and double rates
are identical, note this on the receipt.
-
If you share a room with another University traveler, explain on the original
receipt how you are splitting the charges and requesting reimbursement.
The easiest way is to let the individual who paid for the room request
reimbursement and list other travelers on the receipt.
Per Diem
-
Request the Federal daily per diem rate for destination. No receipt
required.
-
For the first and last days of travel, request only the prorated portion
while. Refer to
Rules
on Prorating Per Diem.
|