R25-7-8. Reimbursement for Lodging

  State employees who travel on state business may be eligible for a lodging reimbursement.

  (1) For stays at a conference hotel, the state will reimburse the actual cost plus tax and any mandatory fees charged by the hotel for both in-state and out-of-state travel. The traveler must include the conference registration brochure with the Travel Reimbursement Request, form FI 51A, FI 51B, or ESS Travel.

  (2) For in-state lodging at a non-conference hotel, the state will reimburse the actual cost up to $70 per night for single occupancy plus tax and any mandatory fees charged by the hotel except as noted in the table below:

TABLE 5

Cities with Differing Rates

Beaver $75.00 plus tax

                                              and mandatory fees

Blanding $75.00 plus tax

                                              and mandatory fees

Bluff $95.00 plus tax

                                              and mandatory fees

Brigham City $80.00 plus tax

                                              and mandatory fees

Bryce Canyon City $80.00 plus tax

                                              and mandatory fees

Cedar City $80.00 plus tax

                                              and mandatory fees

Duchesne $90.00 plus tax

                                              and mandatory fees

Ephraim $80.00 plus tax

                                              and mandatory fees

Farmington $90.00 plus tax

                                              and mandatory fees

Fillmore $80.00 plus tax

                                              and mandatory fees

Garden City $80.00 plus tax

                                              and mandatory fees

Hanksville $85.00 plus tax

                                              and mandatory fees

Heber $85.00 plus tax

                                              and mandatory fees

Kanab $90.00 plus tax

                                              and mandatory fees

Layton $90.00 plus tax

                                              and mandatory fees

Logan $85.00 plus tax

                                              and mandatory fees

Mexican Hat $90.00 plus tax

                                              and mandatory fees

Moab/Green River $110.00 plus tax

                                              and mandatory fees

Monticello $80.00 plus tax

                                              and mandatory fees

Ogden $90.00 plus tax

                                              and mandatory fees

Panguitch $75.00 plus tax

                                              and mandatory fees

Park City/Midway $110 plus tax

                                              and mandatory fees

Price $75.00 plus tax

                                              and mandatory fees

Provo/Orem/Lehi/American Fork/

Springville $85.00 plus tax

                                              and mandatory fees

Roosevelt/Ballard $90.00 plus tax

                                              and mandatory fees

Salt Lake City Metropolitan Area

(Draper to Centerville), Tooele $100.00 plus tax

                                              and mandatory fees

St.George/Washington/Springdale/

Hurricane/La Verkin $85.00 plus tax

                                              and mandatory fees

Torrey $90.00 plus tax

                                              and mandatory fees

Tremonton $90.00 plus tax

                                              and mandatory fees

Vernal $95.00 plus tax

                                              and mandatory fees

All Other Utah Cities $70.00 plus tax

                                              and mandatory fees

  (3) State employees traveling less than 50 miles from their home base are not entitled to lodging reimbursement. Miles are calculated from either the departure home-base or from the destination to the traveler's home-base. The traveler may leave from one home-base and return to a different home-base. For example, if the traveler leaves from their residence, then the home-base for departure calculations is their residence. If the traveler returns to where they normally work (ie. Cannon Health Building), then the home-base for arrival calculations is the Cannon Health Building.

  (a) In some cases, agencies must use judgment to determine a traveler's home-base. The following are some things to consider when determining a traveler's home-base.

  (i) Is the destination less than 50 miles from the traveler's home or normal work location? If the destination is less than 50 miles from either the traveler's home or from their normal work location, then generally the employee should not be reimbursed for lodging.

  (ii) Is there a valid business reason for the traveler to go to the office (or to some other location) before driving to the destination?

  (iii) Is the traveler required to work at the destination the next day?

  (iv) Is the traveler going directly home after the trip, or is there a valid business reason for the traveler to first go to the office (or to some other location)?

  (v) Even if "it is not specifically against policy", would the lodging be considered necessary, reasonable and in the best interest of the State?

  (4) When the State of Utah pays for a person from out-of-state to travel to Utah, the in-state lodging per diem rates will apply.

  (5) For out-of-state travel stays at a non-conference hotel, the state will reimburse the actual cost per night plus tax and any mandatory fees charged by the hotel, not to exceed the federal lodging rate for the location. These reservations must be made through the State Travel Office.

  (6) The state will reimburse the actual cost per night plus tax and any mandatory fees charged by the hotel for in-state or out-of-state travel stays where the department/traveler makes reservations through the State Travel Office.

  If lodging is not available at the allowable per diem rate in the area the employee needs to stay, the State Travel Office will book a hotel with the best available rate. In this circumstance, the employee will be reimbursed at the actual rate booked.

  If an employee chooses to stay at a hotel that costs more than the allowable per diem rate, the employee will only be reimbursed for the allowable per diem rate plus tax and any mandatory fees charged by the hotel. These instances will be audited 100% by the State Finance Post-Auditors for State Government travel.

  (7) Lodging is reimbursed at the rates listed in Table 5 for single occupancy only. For double state employee occupancy, add $20, for triple state employee occupancy, add $40, for quadruple state employee occupancy, add $60.

  (8) Exceptions will be allowed for unusual circumstances when approved in writing by the traveler's Department Director or designee prior to the trip.

  (a) For out-of-state travel, the approval may be on the form FI 5, in the State's ESS Travel system or another system with equivalent controls and calculations.

  (b) Attach the written approval to the Travel Reimbursement Request, form FI 51B, FI 51D, or ESS Travel.

  (9) A proper receipt for lodging accommodations must accompany each request for reimbursement.

  A proper receipt is a copy of the registration form generally used by motels and hotels which includes the following information: name of motel/hotel, street address, town and state, telephone number, current date, name of person/persons staying at the motel/hotel, date(s) of occupancy, amount and date paid, number in the party, and (single, double, triple, or quadruple occupancy).

  (10) When lodging is required, travelers should stay at the lodging facility nearest to the meeting/training/work location where state lodging per diem rates are accepted in order to minimize transportation costs.

  (11) Travelers may also elect to stay with friends or relatives or use their personal campers or trailer homes instead of staying in a hotel.

  (a) With proof of staying overnight away from home on approved state business, the traveler will be reimbursed the following:

  (i) $25 per night with no receipts required or

  (ii) Actual cost up to $40 per night with a signed receipt from a facility such as a campground or trailer park, not from a private residence.

  (12) Travelers who are on assignment away from their home base for longer than 90 days will be reimbursed as follows:

  (a) First 30 days - follow regular rules for lodging and meals. Lodging receipt is required.

  (b) After 30 days - $46 per day for lodging and meals. No receipt is required.