Lodging costs are expected to be the least costly available, consistent with a reasonable level of comfort and convenience for the traveler. Employees must obtain itemized lodging receipts and submit the originals with the Travel Expense Report.

Travelers should be aware that hotel stays are exempt from room tax in New York State (and several other states). The Business Office will provide the necessary tax exemption certificate to the traveler, which must be presented to the hotel when paying for the room.

Every effort should be made to avoid last minute cancellations of guaranteed room reservations. It is the responsibility of the traveler to apply for refunds of any money that was paid in advance for a cancelled trip.

Should the traveler decide to stay with colleagues, family, or friends in lieu of a hotel, the traveler may request reimbursement for gratuity expenses of a reasonable value (for example, a meal) offered to the hosts. These gratuities would be in place of meals and/or lodging for the accommodations provided by an acquaintance of the traveler. Please contact the Controller for specific details.