Out-of-State lodging expense will be reimbursed based on actual lodging expense not to exceed the single occupancy room charge, including taxes.  It will be the responsibility of each Department Chair, Director, Dean, or Administrative Head to advise faculty and staff approved for out-of-state travel to secure accommodations at reasonable per day rates and to place limitations on out-of-state lodging and/or total travel reimbursement where deemed appropriate.  Faculty and staff who prefer lodging accommodations at rates that are judged to be unreasonable will not receive full reimbursement.  If a request for reimbursement of out-of-state lodging expense is deemed to be unreasonable, the Vice President for Business Affairs and Treasurer or his designee will determine the amount of allowable reimbursement in consultation with the appropriate Dean or Vice President.  In such cases, the amount not reimbursed cannnot be claimed as a reimbursement from Ball State University Foundation funds.

Lodging receipts are required for reimbursement of both lodging and meal subsistence.

Lodging receipts must be an original form as issued by the place of lodging and must show a zero balance.  A credit card charge ticket is not considered an acceptable receipt for lodging.

In no case shall reimbursement be approved for charges that exceeds the single person occupancy rate.

Internet Connection Fee Reimbursement

Hotel internet connection charges will reimbursed to university travelers if used to access BSU email or other BSU business related matters.  Reimbursement up to $10 per day is allowed.

When Lodging is Furnished at No Cost

If lodging is furnished at no cost to the traveler, a note should be attached to the travel expense voucher stating such.  The note should explain the circumstances of the no cost lodging.  i.e.  Stayed at my aunt's home in Raleigh NC from 11/3-11/7 during conference.

When Lodging is Shared with University Employees

If sharing a room with another university employee, each traveler shall request a lodging receipt be issued in his/her own name.  Each traveler shall claim the pro-rated share of the total room charges.

When Lodging is Shared with Persons Other Than University Employees

The university will reimburse the single occupancy room rate only.  If sharing a room with persons other than university employees, and charges are assessed for additional guests, reimbursement shall be requested for the single occupancy rate only.