I do not have an itemized hotel receipt. How can I get reimbursed for lodging?

In most cases, the hotel will gladly fax you an itemized copy of your hotel receipt if you forgot to get one before you left. You may attach the fax copy with a brief explanation as to why you do not have the original.

Sometimes when staying at a bed and breakfast or a very small hotel they may give a handwritten receipt that is not itemized. In this case, simply write a brief note on the receipt that the only charges included were for room and room taxes. The intent of requiring the itemized hotel receipt is to avoid reimbursing for items such as movies, valet service, or meals claimed elsewhere on the voucher.

My hotel receipt shows two adults stayed in the room. How can I get reimbursed for the correct amount?

University policy allows for reimbursement for the number of people traveling on university business. No additional charges should be reimbursed for the lodging of spouses, children or friends. If the hotel charge was based on two or more persons, the reimbursement amount should be reduced to the single rate with the taxes pro-rated.

If all persons in the room were on university business, the entire amount may be claimed by the person who actually paid the bill. The name of the other university person should be provided with a brief explanation that they also were on business travel.

If you stayed at a hotel that had a conference rate where the rate was the same for one as for two people, please include a brief note to that effect. No recalculation is needed in this case.

Can I be reimbursed for staying with friends or relatives?

No reimbursement is allowed for this purpose, even if an informal receipt is provided.

Is there a maximum allowable lodging charge, similar to the maximum allowable meal charge?

Travelers have an obligation to plan their travel in a cost-efficient manner. However, due to the variability in hotel costs in different locations, the university has not set maximum allowable lodging charges. Also, when attending a conference, it may be impractical to stay at a hotel other than the designated conference hotel, even if the hotel is very expensive. When travelers do have a choice of hotels, they may be called upon to justify apparently excessive hotel charges.

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Last Updated: January 21, 2000