Lodging

Travelers are required to stay in hotels that are reasonable and appropriate for the business purpose and location, at the single occupancy rate. 

• Stays or upgrades using rewards/miles/credits for accommodations, or gifts/gratuities in lieu of lodging at private residences are not allowable.
• No show fees, in which a reservation is made and not canceled or changed within the timeframe specified by the hotel, are not reimbursable unless a specific business purpose or proper justification is provided.

When reconciling lodging expenses, all original lodging receipts must be itemized and are required regardless of cost.

The University is exempt from Texas state hotel occupancy tax. Travelers must print and submit an Exemption Certificate to the hotel at check-in to avoid paying this tax. Information on exemption from taxes in other states can be found in the Tax Manual. 

Non-Conventional Lodging

Non-conventional, or alternative, lodging is accommodations in privately owned dwellings or untraditional in nature that are typically booked via Airbnb, VRBO, and HomeAway, and are also available on third-party travel sites. Booking non-conventional lodging is not allowable or reimbursable unless an exception has been granted in advance. 

Requests for an exception must be submitted via the Alternative Lodging Exception Form. The Alternative Lodging Committee meets twice a month; therefore, it is suggested that exceptions be submitted at least 2-3 months prior to the departure date to allow time for review and approval feedback. If requesting an exception for medical purposes, accommodations should be documented with HR in advance. Please note that failure to complete the form in it's entirety or to provide all requested information will delay the determination.

Allowable under the policy (no exception needed):

• Traditional hotel accommodations, such as those under the Marriott, Hilton, IHG, Wyndham, Choice Hotels, or Club Quarters corporate umbrellas
• Residence halls located on a university campus

Failure to obtain an exception approval prior to booking or staying in non-conventional lodging will result in rejected expense reports and reimbursement requests. 

Questions regarding the form or exception process should be directed to alt_lodging@baylor.edu.