Responsible Official: Vice President for Finance/Chief Finance Officer
Administering Division/Department: Procurement Services
Effective Date: April 01, 2010
Last Revision: November 11, 2013
The purpose of this document is to provide travel guidelines with regard to lodging and accommodations when traveling on behalf of the University.
The Travel Policies apply to faculty, staff, students, and non-employees traveling on behalf of the University and seeking reimbursement or payment for travel-related expenses from Emory University funds, regardless of the funding source.
It is the responsibility of Emory travelers to seek lodging that is safe, comfortable and reasonably priced.
Higher Level Approver must ensure that:
- the traveler is aware of the Emory Travel Policy in advance of the travel;
- travel expenses were incurred while conducting authorized University business;
- travel expenses were necessary, reasonable and consistent with University policies and the
- stated business purpose;
- an expense report includes the required documentation; and
- travel expenses meet any and all Sponsored Program guidelines, if applicable.
1) The cost of lodging should be kept to a minimum by requesting standard (non-Club, non-Suite) accommodations, whenever possible.
2) Allowable lodging expenses may include:
- A single-occupancy room rate
- In-room business telephone calls
- Reasonable calls home
- Internet access
- Luggage storage and tips for service
A list of non-reimbursable or payable expenses can be found in 2.104 Travel Policy - Non-Reimburseable or Payable Items.
3) Travelers who elect to stay at a private residence may be reimbursed up to a maximum of $100 for extending a token gift or meal as a gesture of appreciation to the host. Original receipt will be accepted as proof of token purchase.