CHAPTER 2: TRAVEL AND TRANSPORTATION REGULATIONS

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SUBSECTION 4.2.2.2
LODGING

4.2.2.2.1

General

Effective Date:

Jan. 1, 1999

4.2.2.2.1.a	Reimbursement of lodging expenses incurred at a lodging facility located at either the traveler’s official station or official residence is prohibited except as provided in Subsection 4.2.4.2.3.
4.2.2.2.1.b	Reimbursable lodging expenses include the basic commercial lodging cost and any applicable sales taxes and/or hotel/motel taxes. Agencies are encouraged to apply for all tax exemptions offered by state or local governments to governmental travelers. Also, agencies should apply for various tax rebates offered once again for business travel to the provinces of Canada. Rebate forms and instructions can be obtained from the Canadian Consulate General in Seattle.
4.2.2.2.1.c	Agencies may provide actual lodging not to exceed state authorized lodging rates stated in SCHEDULE A, SCHEDULE B, or SCHEDULE C of Subsection 4.2.7.2 unless otherwise provided by statute. SCHEDULES A and B are based on federal lodging allowances which historically have been adopted by OFM on a delayed basis. The lodging industry generally revises its governmental lodging rates to reflect the timing of the federal allowances. Agencies that have difficulty obtaining lodging at the rates contained in these schedules are now authorized to reimburse travelers for actual lodging expenses not to exceed the federal lodging allowances contained in the U.S. General Services Administration’s Federal Travel Regulations. OFM will notify agencies of the effective date of changes in the federal allowances and will distribute revised SCHEDULES A and B as soon as possible thereafter.
4.2.2.2.1.d	Costs incurred by a traveler during occupancy of a commercial lodging facility rented on other than a daily basis, such as on a weekly or monthly basis, may be reimbursed not to exceed the total obtained by multiplying the number of days involved times the applicable daily lodging amount(s) contained in SCHEDULE A or SCHEDULE B plus applicable taxes on lodging, or SCHEDULE C which includes all taxes on lodging.
4.2.2.2.1.e	All travelers requesting reimbursement for staying in commercial lodging facilities are required to obtain lodging receipts and attach them to their Travel Expense Voucher (form A20-A, or form A20-2A if applicable) or reference their file location.
4.2.2.2.1.f	For non-mandatory attendance at seminars or professional meetings as opposed to directed or administrative travel, reimbursement for lodging expenses may be at less than the rates stated in SCHEDULE A, SCHEDULE B or SCHEDULE C of Subsection 4.2.7.2, provided that in all instances reimbursement at a lower rate is agreed to in writing by the traveler in advance of the travel.
4.2.2.2.1.g	Reimbursement for lodging expenses is not to be authorized when an employee does not incur lodging expenses at a commercial lodging facility.

4.2.2.2.2

Purchase of Lodging Accommodations

Effective Date:

Sept. 1, 1998

4.2.2.2.2.a	The preferred method for purchasing lodging accommodations while on official state business is through the use of the Department of General Administration-authorized American Express corporate charge card. Travelers are to attach lodging receipts to the Travel Expense Voucher (form A20-A, or form A20-2A if applicable) for all lodging reimbursements.
4.2.2.2.2.b	When an employee elects to use a travel trailer or camper in lieu of commercial lodging facilities for the employee’s convenience, reimbursement for subsistence is to be at the subsistence rates stated in SCHEDULE A (Subsection 4.2.7.2.2) under the heading "ALL OTHER AREAS." The employee also is to be reimbursed only for actual space rental costs, as evidenced by a receipt, up to the daily maximum non high cost location lodging rate displayed in SCHEDULE A (Subsection 4.2.7.2.2). The employee is not to be reimbursed for the rental or lease cost of the travel trailer or camper.
4.2.2.2.2.c	When in the opinion of the agency head or authorized designee, suitable commercial lodging is not available, state lodging is not provided, and there is a benefit to the state for the traveler to remain at the temporary work station, the agency head or authorized designee, with the traveler’s concurrence, may authorize the traveler’s use of a privately-owned travel trailer or camper. In this situation, the traveler is to be reimbursed at the hourly, non-high cost per diem rate displayed in SCHEDULE A of Subsection 4.2.7.2.2.

4.2.2.2.3

50-Mile Rule

Effective Date:

Sept. 1, 1998

4.2.2.2.3.a	A traveler is to be reimbursed for travel expenses when the traveler is required to stay overnight, more than fifty (50) miles (most direct route) beyond the closer of either the traveler’s official residence or official station (as defined in Subsection 4.2.7.1) provided it is approved in accordance with state travel regulations. The traveler is to promptly return to either the official station or official residence when the state business is completed.
4.2.2.2.3.b	Reimbursement for lodging expenses incurred at a lodging facility or temporary duty station located within fifty (50) miles (most direct route) of the closer of either the traveler’s official residence or official station is not allowed except under one of the following three conditions:
	An overnight stay in a commercial lodging facility to avoid having a traveler drive back and forth for back-to-back late night/early morning official state business.
	When the health and safety of travelers is of concern as provided for in Subsection 4.2.1.3.2.
	When an agency can demonstrate that staying overnight is more economical to the state (as defined in Subsection 4.2.7.1.1.l).
	Agencies may request an exception to this regulation for other conditions from the Director of OFM.
4.2.2.2.3.c	Written supervisory approval for the first and third conditions and cost analysis documentation for the third condition is to be attached to the traveler’s Travel Expense Voucher. Approval and documentation requirements for use of the second condition are contained in Subsection 4.2.1.3.2.

4.2.2.2.4

Exception to the Maximum Allowable Lodging Amounts

Effective Date:

Jan. 1, 1999

	The applicable lodging amounts contained in SCHEDULES A and B (plus taxes on lodging) and SCHEDULE C (taxes on lodging inclusive) of Subsection 4.2.7.2 are generally adequate to cover lodging expenses. However, the allowable lodging amount may be insufficient for a particular travel assignment.
4.2.2.2.4.a	In the following situations, the agency head or authorized designee may approve payment of lodging expenses not to exceed 150% of the applicable maximum per diem amount for the location:
	When a traveler is assigned to accompany an elected official, a foreign dignitary, or others as authorized by law, and is required to stay in the same lodging facility.
	When costs in the area have escalated for a brief period of time either during special events or disasters.
	When lodging accommodations in the area of the temporary duty station are not available at or below the maximum lodging amount, and the savings achieved from occupying less expensive lodging at a more distant site are consumed by an increase in transportation and other costs.
	The traveler attends a meeting, conference, convention, or training session where the traveler is expected to have business interaction with other participants in addition to scheduled events, and it is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facility where the meeting, conference, convention, or training session is held.
	To comply with provisions of the Americans with Disabilities Act (refer to Subsection 4.2.1.3.3), or when the health and safety of the traveler is at risk (refer to Subsection 4.2.1.3.2).
	When meeting room facilities are necessary and it is more economical for the traveler to acquire special lodging accommodations such as a suite rather than to acquire a meeting room and a room for lodging.
4.2.2.2.4.b	In the following situation, the agency head or authorized designee may approve payment of lodging expenses in excess of 150% of the applicable maximum per diem amount for the location.
	The traveler is required to attend a meeting, conference, convention, or training session where the traveler is expected to have business interaction with other participants in addition to scheduled events;
	It is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facility where the meeting, conference, convention, or training session is held; and
	The lowest available advertised lodging rate at the lodging facility exceeds 150% of the applicable maximum per diem amount for the location. Documentation supporting the lodging rates is to be attached to the travel voucher or its location referenced.
4.2.2.2.4.c	When an exception to the Maximum Allowable Lodging Amount is used, the traveler is to select the most economical room available under the circumstances.
4.2.2.2.4.d	Written approval for the exception, signed by the agency head or authorized designee, is to be a part of the payment document. An explanation why an exception was necessary shall also be provided.
4.2.2.2.4.e	Agencies may request in writing an exception to this regulation from the Director of OFM when special duties or conditions of an assignment result in unusually high expenses.
4.2.2.2.4.f	When utilizing any of these conditions, agencies are not to treat any employees differently under like travel circumstances.

4.2.2.2.5

Normal Return Night

Effective Date:

Sept. 1, 1998

	The agency may reimburse a traveler for lodging expenses for the normal return night (as defined in Subsection 4.2.7.1) to allow the traveler to remain overnight away from the official station or official residence under one of the following three conditions:
4.2.2.2.5.a	When the overnight stay is based on economics. Complete justification should be referenced or attached to the traveler’s Travel Expense Voucher.
4.2.2.2.5.b	The health and safety of travelers (as defined in Subsection 4.2.1.3.2) is considered advantageous to the state and can be used to justify an overnight stay. Approval and documentation requirements are contained in Subsection 4.2.1.3.2.
4.2.2.2.5.c	Compliance with the Americans with Disabilities Act (ADA) is considered advantageous to the state and can be used to justify an overnight stay (refer to Subsection 4.2.1.3.3). The Travel Expense Voucher should be annotated that the extra costs were incurred to comply with the ADA.
4.2.2.2.5.d	When the traveler does not return to his/her official residence or official station on the normal return night, the traveler is to promptly return the next day or as soon as possible thereafter.

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