Lodging

Hotels

Reasonable and necessary amounts are allowed for lodging, usually based on single occupancy rates unless rooms are shared with other business travelers.  When two or more staff share the same room, the total claimed for reimbursement must not exceed the total paid for the room.  Additional room costs resulting from family or other non-business companions are not reimbursable.  A receipted, itemized statement furnished by the hotel or motel is required for all lodging expenses.  Summary statements provided by credit card companies will not be accepted as backup for lodging reimbursement. 

Reimbursement for Hotels Paid on Personal Credit Card

The university will reimburse the traveler for hotel costs placed on a personal credit card after the trip is complete. 

Missouri Hotels

When staying in a Missouri hotel, request that the bill exclude Missouri taxes.  At the time of check-in, the traveler should present a copy of Truman’s Exemption from Missouri Sales and Use Tax on Purchases Certificate, and the traveler’s Truman ID card.  Hotels are more likely to give this exemption if the traveler is using the university’s corporate card to pay for the charge.

Hosted Lodging

On occasion a colleague, relative or friend may host a traveler in a private residence.  In these instances, the traveler may compensate the host by a token gift as appropriate.  Under IRS regulations a receipt must be submitted for any such gift over $10.  Only one gift per stay may be provided.