Lodging

Travelers should select the least expensive lodging option available taking into consideration proximity to the business destination and personal safety.  Employees should inquire about government rate availability or conference lodging rate and select the most cost efficient option.

In-State Lodging - VSU is tax-exempt from local motel/hotel taxes.

  • A copy of the State of Georgia Certificate of Exemption of Local Hotel/Motel Excise Tax  should be provided to the hotel upon check-in. Local motel/hotel tax cannot be reimbursed to employees, if charged.
  • This does not exempt the employee from State Tax.  
  • If a hotel refuses to accept the tax exempt form, employees are requested to obtain a written statement from the hotel manager, pay the tax at that time and claim it on the travel expense statement.
  • Employees are encouraged to book directly with the hotel.  Third party booking sites (hotels.com, expedia.com, etc) do not itemize taxes and the hotel will not accept the tax exemption form if the reservation is booked with a third party site.  Since taxes are not itemized on the receipt from these sites, the entire amount of taxes will be deducted from the reimbursement.

Out-of-State Lodging - Travelers will be reimbursed for all taxes charged for lodging.

Airbnb, VRBO, etc:  State Travel Policy section 3.1 prohibits the use of private residence, therefore online private rental services such as Airbnb, VRBO and HomeAway are not allowed. 
Parking:  Travelers should always choose the self-park option. Valet parking is reimbursable only if self-park is not offered.  This expense should be entered as a separate line item on the expense report.
Miscellaneous Charges:  If miscellaneous charges are included on lodging receipt, and the employee is seeking reimbursement, an explanation of the business use for the charges should be included (i.e. Internet usage charges).