Each traveler is responsible for making their own lodging reservations and arranging for payment. In some instances, advance payment is required to guarantee the first night of your hotel stay. Using an SDSURF PCard is the easiest way to secure lodging.

Prepaid lodging expenses using personal funds are not reimbursed until the trip/event has occurred. An original detailed hotel receipt must be provided when requesting reimbursement for lodging expenses.

CAUTION: A credit card monthly statement is not sufficient documentation.

Travelers may secure lodging when traveling on business more than 25 miles (one way) from their normal work location or home whichever is closer.

If reservations are made at a hotel where the traveler is attending a conference, the conference's special lodging rate must be requested. SDSURF pays single occupancy rates 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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