Lodging Documentation

Faculty should avoid booking lodging through an online travel service, such as Expedia or Travelocity, which does not provide itemized lodging receipts.  A lodging receipt must show the establishment, your name, the number of nights, the expense and then the payment reflected (showing a balance of zero owed).  Receipts from online travel services that only provide lodging confirmation (no proof of stay or payment) do not meet auditor requirements.  Additionally, most hotels now refuse to issue lodging receipts for guests who book through online travel services.     

If you want to book a room through Airbnb or another rental service, please make a note on the travel request form and submit documentation that provides a cost comparison with the conference hotel(s).  The Airbnb or other rental alternative cost cannot exceed the equivalent cost of the conference rate at the conference hotel(s).