Each traveler is responsible for making her/his own lodging reservations as well as arranging for payment. In some instances, advance payment is required to guarantee the first night of your hotel stay. You are encouraged to use SDSU Research Foundation Purchase Orders and/or Disbursement Requests to provide advance payment for the first night of a hotel stay. The balance of the hotel stay may be covered by obtaining a travel advance or with the use of your personal funds.
Prepaid lodging expenses using personal funds for advance expenses are not reimbursed until the trip/event has occurred. An original detailed hotel receipt must be provided when requesting reimbursement for lodging expenses. A credit card charge slip and/or credit card monthly statement is not sufficient documentation.
If reservations are made at a hotel where the traveler is attending a conference, the conference's special lodging rate must be requested. SDSU Research Foundation pays a single occupancy rate for one traveler and not double occupancy or suite rates.
Telephone charges are allowable on hotel bills if the traveler identifies the charge and specifically notes as business related. Internet/Wi-Fi charges are also allowable if required for business purposes and identified as business related on the travel reimbursement request. Telephone and internet/Wi-Fi charges for personal use are not eligible for reimbursement.
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