The In-State/Out-of-State Higher Lodging Form is required to claim lodging expenses that exceeds the allowable rates as provided by the US General Services Administration (GSA). Current rates can be found at https://www.gsa.gov/travel-resources.
The In-State/Out-of-State Higher Lodging Form must be completed:
- when lodging rates exceed the allowed rates and travel is supported by state-appropriated funding; or
- when lodging rates exceed twice the allowed rates and travel is supported by locally-appropriated funding.
The form must be received by the Travel Office a minimum of 10 working days prior to the start of travel and attached to the travel request.
If an employee is attending a conference conducted at a designated location, actual lodging expenses may be reimbursed when utilizing local funds. The In-State/Out-of-State Higher Lodging Request Form is required for conference hotels that exceed GSA rates also. Each request for reimbursement must include documentation to substantiate the actual rate charged; such as a conference brochure, registration form, website snippet, etc.