Lodging

Hotel/lodging reservations are to be arranged by the traveling em­ployee, a selected travel agency, or by utilizing accommodations prearranged by conference training sponsors or professional associations.

Lodging expenses will be reimbursed at actual cost of rooms (including tax) provided that the employee will seek reasonably priced lodging. County travelers sharing a room with a non-County employee will be reim­bursed at the single occupancy rate only.

A detailed hotel receipt is required for reimbursement of lodging expenses.

No reimbursement is authorized for in-room movies, valet charges, in-room bar charges, or other nonessential needs.

Room service charges for food, including tips, and personal phone calls are not allowable. These expenses are considered to be covered by the per diem allowance. Meal expenses, personal phone calls and baggage handling tips are to be paid by the employee using personal funds. The County will reimburse the employee according to the established per diem allowance limits after an accounting of trip expenses has been authorized by the Department Head or designee.

If required, hotel reservations should be guaranteed with the County’s procurement card or the employee can use a personal credit card. Travel expenses can be paid for with use of a personal credit card and the employee can seek reimbursement for allowable costs after he/she returns from the trip. Governmental rates should be sought whenever offered by the hotel.

Note that when using the procurement card for lodging expenses, a detailed hotel receipt is required. The traveler can request a detailed duplicate receipt from the hotel and submit that in lieu of the original if the original is lost.