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Learn About Lodging

Lodging may be reimbursed when an individual is traveling overnight on official business outside his/her official station, the area within a 25-mile radius of an employee’s base point. Lodging expense reimbursement varies with the travel destination, but all expenditures must be necessary and reasonable.

Lodging Rates

Reimbursement for lodging (hotel, room, hostel, house, etc.) is limited to actual expenses incurred up to the CONUS and OCONUS rates, plus taxes and surcharges. Expenses in excess of the guidelines may be reimbursed up to 100% overage when proper justification can be provided.

Lodging limits must follow the CONUS and OCONUS rate tables.
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Should the conference lodging rate exceed the 100% overage allowance, exceptions may be granted for a reasonable and necessary lodging rate by the Authorized Approver with conference documentation.

Non-Canceled Reservations

Communicate travel plan changes as soon as possible when a confirmed reservation is being held. Since charges may be incurred for non-cancelled reservations, these charges will not be reimbursed if the traveler is negligent in canceling reservations.

Shared Lodging

When multiple individuals share non-luxury lodging, the Authorized Approver may approve lodging rates that are less than the lodging guideline applicable to the travel destination multiplied by the number of official business travelers in the room.

Advance Payments

Advance payments for lodging are discouraged and travelers should be aware the charges will not be reimbursed prior to the trip.

Alternative Lodging

Alternative lodging contracts paid by a Purchase Order must be sent to contracts@vcu.edu for approval. Contract processing can take up to ten business days.

For More Information

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