1. Lodging Reservations
All travel and related lodging must be approved by the immediate supervisor and designated financial approver. Lodging expenses incurred in accordance with this policy may be approved for payment by the Executive Director (or designee) and processed under Policy 6002.

1.1. Authorized Rates
Travelers are expected to book lodging that is reasonably priced and relevant for the specific destination, time of year, and business purpose. When choosing a location, the traveler should always ask the vendor or booking agent for a government or event rate. The traveler is expected to book the lowest rate offered.

1.2. Direct Billed
Many lodging establishments are willing to bill NSWERS directly for employee lodging. The traveler should inquire with the respective accounting office if the lodging can be direct billed. Nebraska lodging that is direct billed should be tax- exempt. The traveler is solely responsible for initially paying any other charges incurred with the lodging.

1.3. Conference or Event Lodging
Travelers are expected to take advantage of special priced lodging blocked for conference or events. If discounted lodging collocated with the event is no longer available, then the traveler may choose the lowest priced rate currently available at the location or at a nearby location.

1.4. Individual Reservation
The traveler may personally reserve and pay for all lodging expenses if the location will not agree to a direct billing.

2. Lodging Claims

2.1. Authorized Reimbursement
Payment/reimbursement for lodging will be limited to the single occupancy rate, plus applicable fees and taxes. NSWERS is not required to pay lodging taxes in Nebraska so travelers should request an exemption.

2.2. Non-Reimbursable Expenses
Charges incurred for personal comfort/entertainment are not reimbursable. Meals charged to a room and included on a lodging receipt are only reimbursable when an itemized receipt is provided.

2.3. Shared Lodging
If more than one (1) traveler on NSWERS business chooses to share lodging, then the lodging expenses must be cross-referenced in each traveler’s request for reimbursement. Total reimbursement for the shared lodging shall not exceed the combined cost of a single occupancy rate, plus applicable fees and taxes, for each traveler.

3. Filing Claims

3.1. Detail of Claim
The request for reimbursement shall include the date the travel began and ended, the time of departure and time of return, the purpose for the travel and any meals provided.

3.2. Timely Claim
The request for reimbursement must be submitted not later than thirty (30) days after the final day on which expenses