Lodging examples

Methods of reimbursement:  There are two methods to reimburse travelers for the cost of overnight meals and lodging.  Any documentation should be attached to the Travel Form.

Method I: a per diem allowance, which reimburses lodging, meals, and incidental expenses without use of receipts
Method II: a modified per diem allowance, which requires receipts for lodging reimbursements. Receipts are not required for meals and incidental expenses (M & IE) when giving a per diem.

Travelers should choose one of these two methods. In some instances it is necessary to use both methods. In both methods, lunch is not reimbursable. The per diems include expenses such as tips to bellmen, hotel maids, etc.

Method I Examples

Example 1: A traveler leaves Oswego on Monday at 6 a.m. to go to Buffalo and returns home Wednesday at 5:30 p.m.

The traveler is eligible for 2 full meal per diems ($56/each - see GSA Per Diem) and a breakfast. For this example the traveler will be reimbursed:
Per diem (2 @ $56) $112
Plus breakfast on Wednesday $ 9 (see M&IE Breakdown rates)
Total reimbursement $121

Example 2: A traveler leaves Oswego on Monday at 8 p.m. to go to Chicago, IL and returns to Oswego by 6 p.m. on Wednesday. Because the traveler is in overnight travel status for 2 nights, he is allowed 2 per diems ($71/each - see GSA Per Diem).

Based on meal eligibility, the traveler is entitled to one meal allowance on Tuesday, and one meal allowance on Wednesday, minus an adjustment for Wednesday's dinner. Because he is returning before 7 p.m., the traveler is not eligible for dinner on Wednesday.
Total payment is adjusted, and the traveler receives the following reimbursement:
Per Diem (2 @ $71) $142
Less dinner on Wednesday $ 36 (see M&IE Breakdown rates )
Total reimbursement $ 106

Method II examples

Example 1: A traveler goes to a conference in Boston. The conference is being held in a hotel with a rate of $270 per night. The maximum lodging per diem for Boston is $258. The over-the-maximum can be justified, because the traveler, staying at a different hotel, would have incurred additional transportation expenses to and from the conference.

Example 2: A traveler leaves Oswego on Sunday at 4 p.m. and travels to NYC. The traveler returns to Oswego at 9 p.m. on Wednesday.

Lodging: the GSA maximum lodging amount is $304 per night.

Meal allowances: The traveler is entitled to 3 full meal per diems and a dinner on Wednesday night (returned home after 7 p.m.). NYC is a $71 per diem location. 

For this example, the traveler will be reimbursed the following:
Three nights lodging @ $304 = $912
Three full per diems @ $71 = $213
Plus dinner on Wednesday @ $36
Total = $1,161

Revised 04/29/2015