7.6.4 Lodging

7.6.4

Lodging

Last Update Approved: August 23, 2013

Edited/Revised: July 8, 2015

Revised Effective: August 7, 2015

General Guidelines

Employees who travel more than fifty (50) miles (and outside the county) from their home campus or residence may be reimbursed for lodging expenses associated with overnight travel. Employees will be reimbursed for the actual lodging expenses, provided the expenses are reasonable.

Employees should submit a hotel/motel tax-exemption form to the hotel/motel/resort upon registration. This form can be found in the documents and forms section of the Middle Georgia State University (MGA) accounting services website.

Employees should submit a travel expense statement in the PeopleSoft Travel module to seek reimbursement for lodging expenses. An itemized lodging receipt is required for reimbursement. Any expenses that exceed reasonable rates should be explained on the expense statement. Employees who stay at a hotel/motel that is holding a scheduled meeting or seminar may include lodging expenses that exceed the rates generally considered reasonable. The higher cost may be justified in order to avoid excessive transportation costs between a lower cost hotel/motel and the location of the meeting/seminar.

Employees should review information regarding the following subjects relative to lodging in Section 4.5 of the USG Business Procedures Manual.

  • Employee Responsibilities
  • Reimbursement of Lodging Expenses for Overnight Travel Outside of Georgia
  • Lodging Associated with a Meeting or Seminar
  • Authorization for Lodging within the 50 Mile radius
  • Shared Lodging
  • Taxes Associated with Lodging Expenses
  • Resort and Other Fees
  • Internet Usage Charges
  • Lodging Expenses Incurred While Taking Leave
  • Required Documentation of Lodging Expenses
  • Georgia’s “Green Hotels” Program