W. Va. Code R. § 148-ADM-5 - Lodging
5.1
Reimbursement
5.1.1 Allowable
reimbursement for lodging shall include the actual expenses for overnight
accommodations and all applicable taxes and surcharges.
5.1.2 Reimbursement for a single occupancy
shall be at the least expensive single room rate available.
5.1.3 For multiple occupancy, reimbursement
may be claimed fully by one traveler with no claim filed by the other traveler,
or each traveler may be reimbursed at equal percentages of the total actual
cost for accommodations.
5.1.4 If a
change in the lodging charge is incurred, the change is reimbursable if the
traveler is directed by the appropriate agency officer to change her or his
travel plans, or in other extenuating circumstances, as approved by the
immediate supervisor of the traveler. Charges incurred due to the failure of
the traveler to notify the facility will be considered the personal expense of
the traveler.
5.1.5 It is not
mandatory to reserve hotels through the contracted travel agency vendor.
However; in the case where a third party booking incurs a service fee, that fee
will not be reimbursed (i.e. some internet sites charge a service fee for
booking hotels).
5.2
Receipts
5.2.1 Receipts are
required for lodging reimbursement. The hotel/motel invoice or folio shall be
the official document utilized for reimbursement to the traveler.
5.3
Direct Billing
5.3.1 Lodging may be direct billed if allowed
by the spending units' administrative policies and procedures. The traveler
must attach a copy of the lodging invoice or other proof of lodging to the
expense account settlement.
Notes
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