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Finance & Administration > FAPolicies > Travel > Lodging  
 
Lodging
 
Section:7- Travel
Policy Procedure:7-5.0
Subject:Lodging
Established Date:1/1/2004
Responsible Department:Accounts Payable
  

Overview

The purpose of this statement is to provide the general guidelines for lodging to any person in a travel status representing MUSC

General Guidelines

MUSC travelers may be reimbursed for lodging equal to the single room rate plus taxes. If lodging exceeds $300.00 per day(before taxes), a detailed means of justification must accompany the Travel Reimbursement Voucher.  Staying in a hotel that exceeds the $300 limit because of the conference location or recommendation is not adequate justification.

Upon completion of the trip, an itemized paid receipt from the hotel/motel must be submitted with the Travel Reimbursement Voucher. The paid receipt must state "single room rate." A group rate will be honored in lieu of single rate when clarification is provided. If an employee takes his or her spouse, the single room rate should be noted on the receipt. If lodging costs are part of a package deal with air fare, a detailed explanation of costs must be provided for reimbursement.  No reimbursement for overnight accommodations shall be made within fifty miles of the traveler's official headquarters and/or residence. Payment of any advance deposits for lodging is the responsibility of the traveler; reimbursement will be made after completion of the trip provided above guidelines are met.

MUSC travelers may use “home-sharing” services such as Airbnb, VRBO, HomeAway, etc.,  but detailed receipts are still required for reimbursement.  Travelers should verify that such sites are secure regarding reservations and payment.

No reimbursement shall be made for overnight accommodations within 50 miles of the traveler's official headquarters or residence. McClellanville, Wild Dunes, Seabrook and Kiawah are within the 50-mile limit and are not reimbursable. Hilton Head is outside the limit and overnight accommodations will be reimbursed.

  
 
Page last updated: 01/12/2017

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