312.2 Determining Lodging Maximums Procedure

Procedure # 312.2
Rev:
Effective Date:

Related Policy: 312 Lodging
Functional Owner: Accounting Services, Division of Business Services
Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.  Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The University will pay or reimburse actual lodging costs, within the stated maximum rates for the location, when a business trip requires an overnight stay.  The University’s lodging rates are based on rates established by the federal government.  The Lodging & Per Diem Calculator is used to determine lodging rates for specific locations and dates of travel.  Details are outlined below.


II. Who is Affected by This Procedure

Faculty, staff students and non-employees traveling or using funds and/or resources administered by the University.


III.   Procedure

A. Lodging Maximums: Domestic lodging maximums (excluding Alaska, Hawaii and all U.S. territories) are established by the General Services Administration (GSA) and reviewed and updated annually. Taxes are not included in the maximum amount and may be paid/reimbursed when not exempt.  Foreign lodging maximums (including Alaska, Hawaii and all U.S. territories) are established by the Department of State and the Department of Defense and are reviewed and updated monthly.  Taxes are included in the maximum amount for international locations.

B. Lodging & Per Diem Calculator: To determine an allowable lodging maximum for a specific location during specific dates of travel, access the UW TravelWIse Lodging & Per Diem Calculator. Enter the following trip details:

  1. Is this trip for a single day? If interested in lodging maximums, select “No,” since lodging is only payable/reimbursable for travel that requires an overnight stay.
  2. Destination Notes: Select the Country, State and City of the first or only destination of the trip.  Click Next Step.
  3. How long will you be at [destination]? Enter the following about the first or only destination of the trip:
    • Do you have another stop? If the trip requires the traveler to go from one destination to another before returning to their headquarters, select Yes.  If the traveler is going to one destination and returning to their headquarters, select No.
    • Date you are going to [destination]: Enter the date of departure.
    • Date you are leaving [destination]: Enter the date of return.
    • Click Next Step.
  4. Provided Meals: Select any meals that are provided by another source (e.g. meals included in a conference registration fee). These meals will be deducted from the traveler’s per diem allowance.  Click Verify Entered Information.
  5. Review/verify the information entered on the previous screens. If accurate, click Calculate Rates.  If inaccurate, click Start Over.
  6. Review the table that displays. The Lodging Maximum will be displayed in the second column.

IV. Contact Roles and Responsibilities

A. Traveler/Travel Arrangers: responsible for reviewing allowable maximums before making lodging arrangements.

B. General Services Administration: responsible for establishing lodging maximums in the Continuous United States and reviewing the rates annually.

C. U.S. Department of State/U.S. Department of Defense: responsible for establishing lodging maximums in Alaska, Hawaii, the U.S. territories and foreign locations and reviewing the rates monthly.


Definitions

A. Lodging & Per Diem Calculator: A tool developed by UW System Administration and Fox World Travel used to calculate lodging maximums and per diem allowances for specific travel locations and dates.

B. Lodging Maximum: The highest amount the University will pay or reimburse per night of lodging in relation to overnight business travel.


VI. Related References


VII.  Revisions

Procedure Number: 312.2
Date Approved: May 8, 2017
Revision Dates: