Third Party Lodging Policy
Summary
Policy Changes
Full Description
Third Party Lodging (Airbnb, VRBO, Homeaway, Placemakr, Front Desk etc)
Hotels and other commercial properties carry insurance that covers their guests in case of injury or property loss. The type of properties offered via Third Party Lodging and similar services vary widely in the type of coverage available to guests (if they offer any at all). Because of this, the University does not recommend its use for business travel.
Despite this, we recognize that in limited instances this option might best suit the needs of faculty and staff traveling internationally. For international travel, there may be occasions where Third Party Lodging provides a better alternative given limitations on hotel or other commercial options.
If you choose to utilize these services, please be aware:
- The university prohibits the use of State Funds to pay for these services with the exception of Sponsored Program projects subject to sponsors' restrictions.
- The university cannot offer funds including private funds in advance (pre-payment) for these services.
- The university prohibits the use of the Small Purchase Credit Card (SPCC) to either pre-pay or process the final bill for these services.
- These expenses must be paid personally by the traveler and be reimbursed by the university. All reimbursements must comply with university reimbursement procedures and limitations.
- The user of these services accepts personal responsibility and all liability associated with any incident that may occur during their stay.
- If the employee traveling on university business encounters losses due to issues with his or her reservation, the university will not pay for those losses if additional lodging is required.
- Please note employees will not be reimbursed for these accommodations if traveling domestically unless no commercial options are available; documentation to support is required.
- This policy exception does not extend to student travel. Students are prohibited from using Third Party Lodging while on official university business.
Here are a few examples of how the rule applies:
| International Travel - Employee or Employee traveling with Students (Employee is the one receiving reimbursements) | Domestic Travel - Employee or Employee traveling with Students (Employee is the one receiving reimbursements) | International or Domestic -Students Traveling Alone or in Student Groups |
| Employee may at his/her discretion use the services of the third party lodging. Employee will fully pay for services and seek reimbursement after the fact. Allowable funding is Federal Grant or Local Funds. | Employee may only use services of the third party lodging when "there is no conventional lodging facilities in the area (e.g., in remote areas) or when conventional facilities are in short supply because of the influx of attendees at a special event (e.g., international sporting event). Proof of non-availability is mandatory. Lack of proof will result in non-payment; no exceptions. Allowable funding is Federal Grants or Local Funds. | This policy exception does not extend to student travel |
Documentation Requirements:
In the absence of conventional lodging in remote areas or due to an influx of attendees for a special event, documentation should comprise of online screenshot and/or snippets indicating the unavailability of hotels in the event's surrounding area prior to booking. These screenshot should feature several hotels with no availability.
