When at least two state employees share lodging, a state agency must reimburse each employee for his or her share of the lodging expense. For each traveler, the reimbursement may not exceed the maximum lodging reimbursement rate. When only one of the individuals sharing lodging is a state employee, the employee may only be reimbursed the room rate for a single occupancy.
Each Individual Sharing Lodging Is a State Employee
A state agency must reimburse each state employee for his or her share of the lodging expense. The reimbursement to each employee may not exceed the applicable maximum lodging reimbursement rate.
Each employee must submit a travel voucher to receive reimbursement.
Carol and Jennifer are employed by the same state agency and are planning a business trip to Colorado. The maximum lodging rate for the area in Colorado where they will be staying is $90, but the women would prefer to stay at a specific hotel that is most convenient to the location of their business meeting. The only problem is that the room rate in this hotel in $140. Carol and Jennifer decide to share a room so they can stay in the hotel of their choice. The women are charged the $140 per night, but since each woman would be allowed up to $90 per night, the lodging cost is reimbursable. Carol and Jennifer may each claim their share of the lodging expense, which is $70 per night.
When Only One of the Individuals Sharing Lodging Is a State Employee
The agency must reimburse the employee the room rate for a single occupancy or the applicable maximum lodging reimbursement rate, whichever amount is less.