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- Travelers are expected to seek out moderately priced accommodations. Many hotels offer educational discounts or reduced rates to University employees.
- Reimbursements will be capped at 1.5 times the GSA lodging rate for the market, unless it is the conference hotel or exception approval is submitted with the reimbursement request.
- To find the applicable lodging rate, visit gsa.gov and enter the city, state, or zip code for your destination. Rates often vary by time of year.
- Exception approval contact: Brent Jenson, Senior Associate Dean, Finance and Operations
- An itemized hotel bill is required. Internet charges are reimbursable when used for business purposes.
- Non-reimbursable items include magazines, newspapers, health club fees, movies, and mini-bar purchases.
- Link to local hotels that hold special rates for WashU (used for individual reservations vs. group business). https://resourcemanagement.wustl.edu/purchasing-services/preferred-suppliers/travel-services-business-travel-only/hotels/
- Hotel should be directed to invoice WashU. Staff should submit invoice through Finance & Accounting ticketing portal. *Please do not charge guest stays on a procard.
- Please be aware that Olin’s lodging cap policy of 1.5 times the GSA lodging rate for the market applies to local lodging, even if it is a WashU rate. Be sure to seek exception approval in advance of booking.
- Please add booking information to the Lodging Spreadsheet. Contact Sue Dunn if you need access.