Lodging    

In the Contiguous United States

Travelers may secure lodging when traveling on business more than 25 miles one way, from their normal work location or home, whichever is closer. Effective 4/18/2024, the nightly lodging rate for domestic travel based on actual expenses incurred may not exceed $333 per night, excluding taxes and other related charges. The nightly lodging rate for trips before 4/18/2024 is $275 per night, excluding taxes and other fees. University travelers are always expected to seek the best value whenever they obtain lodging.

Lodging expenses must be substantiated with an itemized receipt. If the traveler is unable to provide a required itemized receipt, they must include a statement with the Travel Expense Claim explaining why an itemized receipt is not available.

Lodging rates greater than $333 per night, excluding taxes, must include a written justification with approval from the employee's Vice President.

A traveler who attends an approved conference where the prearranged conference lodging rate exceeds the $333 per night limit may stay at the conference hotel without additional approval.

International 

Travelers to foreign destinations will receive a fixed amount per diem for lodging, and M&I in accordance with the federal per diem rate for the destination of travel established by the U.S. Department of State. Receipts are not required for reimbursement.

*Exceptions to the California State University Travel policy and/or these procedures may be authorized in writing by the Chief Financial Officer, President, or their designee. Any delegation of such authority by the President must be made in writing.

Payment

Lodging must be paid with a personal credit card and reimbursed at the conclusion of the trip with a supporting receipt. 

Students and student groups may be eligible for a travel advance for their lodging expenses by completing and submitting a Travel Application form.