Table of contents:
Lodging expenses must not exceed the single
occupancy rate. It is the traveler’s responsibility to exercise
prudent judgment in selection of a place to stay.
When booking in-state accommodations inform the reservation clerk
that the traveler is with a State of Idaho agency so the room
charges will be sales tax exempt. Some hotels do not require an
official document in order to grant exemption from state and local
taxes. In other cases a copy of the tax exemption document may be
needed. A copy of the College’s tax exemption certificate is available
on the Purchasing Department website.
Detail receipts are required for employee lodging.
The receipt must provide daily itemized activity, the name and the
location of the establishment, date, amount, explanation of the
charges, and the method of payment. Express checkout service, where
the hotel bill is placed under the guest's door on the morning of
departure, is an acceptable receipt if the above requirements are met.
Personal expenses charged to the hotel bill such as in-room movies,
laundry, mini-bar service, grooming, or use of exercise facilities are
not reimbursable and should not be included in a direct bill to the
For conference travel it is appropriate to stay at
the hotel hosting the conference, assuming that the daily rate is
reasonable. Reasonableness would be determined by comparing relative
cost, convenience, safety, the reduced need for taxi service or a
rental car, and the ability to interact with other conference
When utilizing online hotel
booking, it is not always possible to obtain a receipt from the hotel.
Often, the hotel does not contract for payment with the guest but with
the online booking company. Therefore, the hotel has no receipt to
provide to the guest. The online receipt printed when the hotel is
booked will serve as an acceptable receipt provided it reflects the
dates of the traveler's stay, the location, and the amount charged.
Deposits and Cancellations
Some hotels require a deposit for the first night’s
lodging payable when the reservation is made. In this event, the
traveler's credit card may be charged months in advance of the travel.
The traveler may seek reimbursement in advance by requesting an
additional check on the Travel
Authorization Request. The traveler can attach proof of payment to
the Travel Authorization
Request and a check will be issued prior to travel date. When the
traveler settles his or her account at the end of the trip, the amount
of the advance will be offset against the amount of reimbursement.
If a trip
is canceled and a hotel reservation is no longer needed, it is the
traveler's responsibility to initiate the cancellation. The traveler
will not be reimbursed for any charges or fees assessed due to failure
to cancel a reservation unless there are circumstances beyond the
traveler's control. Such circumstances must be noted in the comment
field on the travel Expense
A direct bill for lodging expenses may be requested
at participating hotels. It is the responsibility of the traveler to
confirm that a direct bill account has been established at the hotel.
Charges eligible for direct billing:
Business phone calls
Charges not eligible for direct billing:
Personal phone calls
Some things to keep in mind:
It is the
responsibility of the traveler to obtain a detail lodging receipt.
The hotel name
should be listed in the direct bill column on the travel Expense
not authorized to complete or sign any credit applications. Please
forward these requests to Accounts Payable.
Most commonly used direct bill vendors:
Safari Inn Downtown
Shilo Inn Airport
The Coeur d’Alene
Ramada Inn Airport
Mirabeau Park Hotel