Travel Lodging

General eligibility

Lodging expenses are reimbursable for official university business requiring overnight travel outside the employee’s official station (defined as any area more than a 25-mile radius from the employee's base point). All expenditures must be necessary and reasonable.

Reimbursement rates & limits

VCU follows federal per diem guidelines to determine maximum nightly rates.

Booking methods

TRADDITIONAL VS. ALTERNATIVE LODGING

While traditional hotels are standard, travelers may use alternative lodging (Airbnb, VRBO, private rentals) or third-party websites. Caution is advised as these options often have stricter terms.

• Cancellation: Avoid bookings that do not offer a full refund with at least 24-hour notice.
• Payment: Many require full prepayment; advance payments on personal cards are not reimbursed until travel is complete.
• Insurance: These rentals may lack the liability insurance standard at hotels.

Contracts & shared lodging

✉    Purchase Orders: Any alternative lodging contract paid via PO must be sent to contracts@vcu.edu for approval (allow 10 business days).

👥   Shared Rooms: When sharing non-luxury lodging, the Authorized Approver may approve combined rates that are more cost-effective than booking separate rooms.

Reimbursable fees & penalties

✓  Included fees: Nightly rate calculations include cleaning, service, and reservation fees.

$   Itemization: If a receipt is not itemized, the total amount (including fees) must fall within the GSA limit.

×  Non-canceled reservations: Charges for "no-shows" or late cancellations will not be reimbursed if the traveler was negligent in updating their plans.

Payment best practices

• Use a P-Card: To avoid carrying out-of-pocket costs for prepayments, travelers are encouraged to use a departmental P-Card.
• Personal cards: Highly discouraged for prepayments, as you must wait until the trip ends to file for reimbursement.