Travelers may secure lodging when traveling on University business that is more than 25 miles (one way) from their normal work location or home, whichever is closer.
The nightly lodging rate for domestic travel based on actual expense incurred may not exceed $333 per night, not including taxes and other related charges, effective with travel on or after April 18, 2024. The nightly lodging rate for domestic travel prior to April 18, 2024, may not exceed $275 per night, not including taxes and other related charges. In the event the nightly lodging rate exceeds the cap, a justification must be provided and approval must be obtained from the appropriate administrator.
A traveler who attends an approved conference where the prearranged conference lodging rate exceeds the $333 per night limit may stay at the conference hotel without additional approval.
University employees traveling on official business may be granted an exemption from the payment of transient occupancy taxes. Prior to your travel, complete and print the “Hotel/Motel Transient Occupancy Tax Waiver (PDF)” form and present it at check-in. Some lodging establishments may require a form specific to their location or chain in lieu of the State of California form. Some lodging establishments will not honor the waiver; however, the traveler should present the form at check-in to try and obtain the exemption.
If lodging is purchased through a non-commercial facility, such as a cabin, house trailer, Airbnb, or other such facilities are used, the traveler will be reimbursed a daily amount based on actual expenses incurred up to 100% of the applicable federal per diem lodging rate for the appropriate geographic area. Itemized receipts are required. Federal per-diem rates for all locations can be found at
Travel packages purchased through internet vendors, such as Expedia, typically do not itemize expenses. It is recommended that these internet vendors not be used to book business-related travel; unless the traveler has already confirmed that an itemized receipt can be obtained (e.g. itemized hotel charges, airfare, fees, etc.) to ensure appropriate documentation is included for reimbursement.
If lodging is purchased through an internet vendor, such as Hotels.com and Expedia, proof of the travelers hotel stay (e.g. hotel folio showing traveler’s name, arrival and departure dates) must be provided in addition to the receipt from the internet vendor. Reservations/confirmations from the internet vendor will not be accepted as proof of lodging.
Lodging expenses must be substantiated with an itemized receipt. Receipts should be clearly marked “paid” or show a zero balance. Payment method should be clearly identifiable on the itemized receipt. If the traveler is unable to provide a required receipt, they must seek exception approval that includes an explanation as to why a receipt is not available. Approved exception documentation must be submitted with the Expense Report to support the approval or denial of the request for reimbursement.
For lodging pertaining to international travel, please refer to our International Travel webpage.