10.30
Lodging

What is the basis for reimbursing lodging costs?

Reimburse lodging expenses at actual costs, as evidenced by a receipt, up to the specific daily maximum allowable lodging rate in effect at the time of travel for the specific area or locality, unless

• An exception is specifically provided by statute, or
• Authorized by Subsection 10.30.20.

The maximum allowable lodging rates for the continental USA (CONUS) are stated in Schedule A (PDF file) and Schedule B. The maximum allowable lodging rates for areas outside CONUS are stated in Schedule C.

Travelers may be reimbursed taxes paid on lodging in addition to the Maximum Lodging Amounts contained in Schedules A (PDF file) and B. Code the payment of taxes on lodging as lodging expense, Subobject GA or GF, as applicable. Maximum lodging amounts in Schedule C include all taxes on lodging.

Lag between state and federal rate changes. Schedules A (PDF file) and B are based on federal lodging allowances that 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 (PDF file) and B as soon as possible thereafter.

Travelers requesting reimbursement for staying in commercial lodging facilities must obtain original receipts and either attach them to their Travel Expense Voucher or reference their file location.

For non-mandatory attendance at seminars or professional meetings, agencies may reimburse lodging expenses at less than the rates stated in Schedule A (PDF file), Schedule B or Schedule C, provided that reimbursement at a lower rate is agreed to in writing by the traveler in advance of the travel.

Exceptions to the maximum allowable lodging rates

In the following situations, the maximum allowable lodging amounts may not be adequate and the agency head or authorized designee may approve payment of lodging expenses not to exceed 150% of the applicable maximum per diem amounts listed in Schedule A (PDF file), Schedule B, or Schedule C:

1. 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.
2. When costs in the area have escalated for a brief period of time either during special events or disasters.
3. 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.
4. 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. Further, 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.
5. To comply with provisions of the Americans with Disabilities Act (refer to Subsection 10.10.40), or when the health and safety of the traveler is at risk (refer to Subsection 10.10.35).
6. 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.

In the following situations, 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; 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; 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 file location referenced.

When any exception to the Maximum Allowable Lodging Amount is used, the traveler is to select the most economical room available under the circumstances.

Include the written approval for the exception, signed by the agency head or authorized designee, as part of the payment document. Also provide an explanation describing why an exception was necessary.

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.

When utilizing any of these conditions, agencies are not to treat any employees differently under like travel circumstances.

What types of lodging costs are reimbursable?

Reimbursable lodging expenses include the basic commercial lodging cost and any applicable sales taxes and/or hotel/motel taxes.

Reimbursement is allowed for lodging expenses when the temporary duty station is located more than fifty (50) miles (most direct route) of the closer of either the traveler’s official residence or official station.

Under one of the following conditions, reimbursement for lodging expenses is allowed when the temporary duty station is located within fifty (50) miles (most direct route) of the closer of either the traveler’s official residence or official station:

1. 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.
2. When the health and safety of travelers is of concern as provided for in Subsection 10.10.35.
3. When an agency can demonstrate that staying overnight is more economical to the state.

Agencies may request an exception to this regulation for other conditions from the Director of OFM.

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 10.10.35.

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) as follows:

• For Schedule A (PDF file) or Schedule B, add the lodging taxes to the lodging allowance amount.

• For Schedule C, use the lodging allowance amount shown (includes all taxes on lodging).

Certain lodging costs cannot be reimbursed

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 60.20.10.

Lodging expense incurred at a lodging facility or temporary duty location located within 50 miles of either the official residence or official station, except as provided in Subsection 10.30.30.b.

Reimbursement for lodging expenses is not to be authorized when an employee does not incur lodging expenses at a commercial lodging facility.

Lodging expenses for the normal return night may be reimbursed in certain situations

1. When the overnight stay is more economical to the state. Complete justification should be referenced or attached to the traveler’s Travel Expense Voucher.
2. The health and safety of travelers (as defined in Subsection 10.10.35) is considered advantageous to the state and can be used to justify an overnight stay. Approval and documentation requirements are contained in Subsection 10.10.35.
3. 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 10.10.40). The Travel Expense Voucher should be annotated that the extra costs were incurred to comply with the ADA.

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.

How to purchase lodging accommodations

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 original lodging receipts to the Travel Expense Voucher (form A20-A, or form A20-2A if applicable) for all lodging reimbursements or to reference the location where the receipt is filed.

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 for business travel to the provinces of Canada. Rebate forms and instructions can be obtained from the Canadian Consulate General in Seattle.

Using a travel trailer or camper

When used for the employee’s convenience, lodging reimbursement is limited to actual space rental costs (as evidenced by a receipt) not to exceed the daily maximum non-high cost location lodging rate displayed in Schedule A (PDF file).

The agency head or authorized designee, with the traveler’s concurrence, may authorize the use of a privately-owned travel trailer or camper when all of the following conditions exist:

• 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.

In this situation, the traveler is to be reimbursed at the hourly, non-high cost per diem rate displayed in Schedule A (PDF file).