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Lodging and Meals Important links here: A) Meal Per Diems - Used to locate the appropriate lodging and meal per diems on the GSA web site. (B) Lodging Exception Form - Used to approve exceptions to the GSA lodging rates. (C) Fedrooms.com - For assistance in locating lodging accommodations within the GSA rates. (D) Hotels.com - Lodging reservation program that can assist in locating lodging accommodation with rates at times lower than GSA rates. (E) Marriott Hotels - Reservation page exclusively for UNLV travelers. You may use this site to reserve lodging for guests traveling to UNLV. (F) UNLV Conference Housing - Starting November 2008, suite-style rooms are available for individuals to stay on campus during their visit to UNLV or Las Vegas.
TRAVEL POLICY EFFECTIVE 7/1/07 OUT-OF-STATE LODGING: Effective July 1, 2007 the new regulation requires the University to follow the existing federal travel regulations with regards to lodging and meal per diems. Federal rates represent the maximum allowable reimbursement to travelers with the exception to lodging according to the following conditions. Condition A: lodging is procured at a prearranged place such as a hotel where a meeting, conference or training sessions is held. **For condition "A" , supply the approving authority with the conference or training brochure that states the prearranged host accommodations. Condition B: cost have escalated because of special events: lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging. **For condition "B", the following information is required. 1. Obtain and document the name/date of the special event that is causing the cost escalation; 2. A list of at least three lodging establishments and corresponding rate quotes of nearby (within a five mile radius) lodging; 3. A written explanation of how staying at the more expensive lodging establishment will provide a cost savings. Conference or training brochures are required to be submitted with the travel document requesting reimbursement. Exception Rates: Once an above condition is documented, the exception are as follows: 1. 175% of the established GSA rate for surveyed sites. 2. 300% of the standard CONUS rate for non-surveyed sites. Exception approval: The lodging exception form is required to be submitted with the travel document in order to process the reimbursement. IN-STATE LODGING: See above titled Out-of-State Lodging for allowable conditions for lodging exceptions. Exception Rates: Once an above condition is documented, the exception are as follows: 1. There is no exception to the GSA surveyed sites for the In-State Lodging. 2. 150% of the established GSA rate for non-surveyed sites. Exception approval: The lodging exception form is required to be submitted with the travel document in order to process the reimbursement. LODGING TAXES: Federal travel guidelines define the maximum hotel reimbursement rate none inclusive of any/all taxes and similar charges. i.e. a $200 rate would allow any/all taxes to be reimbursed on top of the room rate. The federal policy requires receipts for all hotel charges. LODGING RESERVATIONS: There are no current contracted lodging establishments. Fedrooms.com should be used to make reservations for lodging. When searching for properties that offer the allowed lodging rates go to: Fedrooms.com to find and make reservations. It is suggested that when using Fedrooms.com that the reservation is made through their web site. Make sure to follow the instruction through until you have received a confirmation number. FedRooms offers specially negotiated Federal government hotel rates with FEMA certified hotels, simplifying hotel selections for Federal and state government travelers. These rates are at or below per diem and often include value-added amenities unavailable through other government programs or websites. FedRooms streamlines the booking process, simplifying hotel selections for Federal travelers, resulting in a more efficient booking process. Used only for employees, students, volunteers, and candidates when in a travel status. The traveler will not receive per diem for a hosted meal. Use the timeframe table below to determine where to start and end meal per diem allowances according to the travel time.
The following table shows the breakdown of breakfast, lunch, and dinner components of the maximum daily reimbursement (per diem) rates for meals and incidental expenses while on travel. The M&IE rates differ by travel location. View the per diem rate for your primary destination to determine which M&IE rates apply. Refer to Section 301-11.18 of the Federal Travel Regulation for guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government.
NOTE: The meal per diem tables now include Continental Breakfast in the Breakfast breakdown. Anticipated Questions: Question: If a Continental Breakfast is provided by the conference or the hotel as part of the lodging cost, will the traveler receive the Meal Per Diem for a Breakfast? Answer: Travelers are not eligible to receive per diem if a meal is provided or prepaid along with a conference registration. If a meal is specifically part of the lodging cost no per diem will be allowed, as it is considered pre paid with the registration. Meals provided by a hotel/motel that is not a part of the registration for a conference does not affect the per diem, and the employee is eligible for the Continental Breakfast/breakfast allocation per the GSA rate. Question: What if the traveler chooses to skip the continental breakfast because of a meeting opportunity, etc. Will the traveler be eligible for the continental breakfast/breakfast allocation? Answer: Most conferences that offer a meal as a part of the registration rate will have meetings scheduled so that all who is attending will have a chance to eat. If the traveler has a unique opportunity as to the reason for skipping the provided meal, and was not hosted at another meeting, a note must be included as justification for the Continental Breakfast/breakfast allocation. Question: What constitutes a "Continental Breakfast"? What if the conference's definition of a Continental Breakfast is just coffee or tea and a donut? Answer: According to the GSA it will not matter what type food is offered, if a meal regardless of what it is called (Breakfast/Continental Breakfast) is offered and prepaid in a registration the traveler is not eligible for the allocated per diem for this meal. Federal travel regulations table above allows a per day per diem for "incidentals". Federal policy does not allow for baggage handling. This will replace the $15 per leg of trip baggage handling costs previously allowed.
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© 2006 University of Nevada, Las Vegas. Last updated on October 9, 2009
