Utah Admin. Code R25-7-8 - Reimbursement for Lodging

A traveler who travels on business may be eligible for a lodging reimbursement.

(1) For stays at a conference hotel, the traveler will be reimbursed 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, on ESS travel, or equivalent form or system.

(2) For in-state lodging at a non-conference hotel, they will be reimbursed the actual cost up to $75 per night for single occupancy plus tax and any mandatory fees charged by the hotel except as noted in Table 5.

TABLE 5 Cities with Differing Rates
Note: The rates described below indicate the nightly single occupancy room rates. Any applicable taxes and mandatory fees are in addition to the rates below.
City	Rate
Ballard	$100.00
Beaver	$95.00
Blanding	$90.00
Bluff	$100
Brigham City	$90.00
Bryce Canyon City	$90.00
Cedar City	$80.00
Duchesne	$100.00
Ephraim	$80.00
Escalante	$85.00
Fillmore	$85.00
Green River	$110.00
Heber	$85.00
Kanab	$95.00
Layton	$90.00
La Verkin	$85.00
Logan	$95.00
Mexican Hat	$90.00
Moab	$150.00
Monticello	$100.00
Nephi	$95.00
Ogden	$95.00
Park City/Midway	$110.00
Payson	$85.00
Price	$95.00
Provo/Orem/Lehi/American Fork/Springville	$85.00
Roosevelt	$90.00
Salt Lake City Metropolitan Area (Draper to Farmington), Tooele	$100.00
Springdale	$85.00
St. George	$90.00
Torrey	$95.00
Tremonton	$90.00
Vernal	$95.00
Washington/Hurricane	$95.00
Other Utah Cities	$75.00

(3) Travelers traveling less than 50 miles from their home base are not entitled to lodging reimbursement. Miles are calculated from the traveler's home base. An Executive Director may use discretion to authorize reimbursement for lodging if the agency or political subdivision determines lodging is reasonable and in the best interest of the state. For example, if the traveler is required to work at the travel destination after normal working hours or early the next day, or when weather or other safety issues exist, lodging may be appropriate.

(4) When an agency or political subdivision 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 traveler will be reimbursed 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. For agency travelers, these reservations must be made through the State Travel Office.

(6) For agency travelers, 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 when reservations are made through the State Travel Office.

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

(b) If a traveler chooses to stay at a hotel that costs more than the allowable per diem rate, the traveler will only be reimbursed for the allowable per diem rate plus tax and any mandatory fees charged by the hotel.

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

(8) Exceptions will be allowed for unusual circumstances when approved in writing by the travelers Executive Director or designee before 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 in another system with equivalent controls and calculations.

(b) Attach the written approval to the travel reimbursement request, form FI 51B, FI 51D, in ESS travel, or in another equivalent form or system.

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

(a) A proper receipt is a copy of the registration form generally used by a motel or hotel which includes the following information: name of motel or hotel, street address, town and state, telephone number, receipt date, names of occupants, dates of occupancy, amount and date paid, number in the party, and single, double, triple, or quadruple occupancy.

(10) When lodging is required, a traveler should stay at the lodging facility nearest to the ultimate destination point of travel where state lodging per diem rates are accepted to minimize transportation costs.

(11) A traveler may also elect to stay with friends or relatives or use their personal campers or trailer homes instead of staying in a hotel. With proof of staying overnight away from home on approved business, they will be reimbursed the following:

(a) $25 per night with no receipts required; or

(b) 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) A traveler on assignment away from the 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 a day for lodging and meals. No receipt is required.

Notes

Utah Admin. Code R25-7-8

Amended by Utah State Bulletin Number 2014-21, effective 10/8/2014 Amended by Utah State Bulletin Number 2015-10, effective 4/21/2015 Amended by Utah State Bulletin Number 2015-14, effective 6/22/2015 Amended by Utah State Bulletin Number 2016-18, effective 8/22/2016 Amended by Utah State Bulletin Number 2017-7, effective 3/10/2017 Amended by Utah State Bulletin Number 2017-17, effective 8/7/2017 Amended by Utah State Bulletin Number 2018-14, effective 6/21/2018 Amended by Utah State Bulletin Number 2018-20, effective 9/21/2018 Amended by Utah State Bulletin Number 2019-14, effective 7/1/2019 Amended by Utah State Bulletin Number 2020-06, effective 3/10/2020 Adopted by Utah State Bulletin Number 2020-18, effective 9/7/2020 Amended by Utah State Bulletin Number 2022-21, effective 10/18/2022 Amended by Utah State Bulletin Number 2023-04, effective 2/7/2023 Amended by Utah State Bulletin Number 2023-17, effective 8/22/2023