Third Party Lodging Policy #318

Policy #318 Approved:  March 19, 2018
UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
Third Party Lodging Policy
Policy #318
Source of Authority:

State Budget Manual § 5

Revision Authority: Chancellor
History: First Issued:  March 19, 2018
Related Policies:

State Budget Manual § 5

Accounts Payable Policy #301

Cash Management Policy #302

Travel Policy #310

Travel & Subsistence Expenses for Applicants Policy #311

Responsible Offices:  Financial Services Department
Effective Date: March 19, 2018

I.  Purpose

This policy, in accordance with University Travel Policy #310 and in consideration of Internal Revenue Service (IRS), Office of State Budget and Management (OSBM), and other applicable regulations and guidance, establishes when the University will provide payment for third party lodging expenses incurred to support University business purposes, along with related administrative requirements.

II.  Scope

These requirements apply to all UNCSA faculty, staff, students, and any other individuals and members of organizations that travel at University expense (after this, "Travelers").

III.  Definition

Third Party Lodging:  An establishment that is rented out by a third party or treated as an apartment building by state or local law or regulation.  This includes most non-hotel facilities and those rented out via sites like Airbnb and VRBO.

Rental Agreement:  A signed agreement between the University Traveler and the Third Party Lodging establishment.

IV.  Policy

Reimbursement for lodging in an establishment that is being rented out by a third party or an establishment treated as an apartment building by state or local law or regulation is allowed only if the agency can document that per day lodging rates will cost less than standard in-state or out-of-state lodging rates approved by the State.  All third party lodging requests and payments must include documentation contained in travel or accounts payable records that provide evidence of savings to the State.  Third party lodging agreements are not allowed among family members or where such agreements or payments create a financial conflict of interest to the traveling employee or other agency managers or employees.  Family members are the employee and family members of the employee, which includes brothers, sisters (whole or half-blood), spouse, ancestors and lineal descendants.  Further, a family member of the employee's brother, sister (whole or half-blood), spouse, ancestor or lineal descendant is also considered a family member for purposes of this policy.  Third Party Lodging lease agreement with other entities in which an employee or a family member has an interest is prohibited.

Third party lodging may include, yet is not limited to, online website house or room rental services.  In each case where third party lodging is being considered, the applicant must provide all details regarding the arrangement, including the amount to be charged, the length of stay, projected cost savings compared to standard lodging rates and contact information.  A signed rental agreement, or a reservation and receipt, and documentation of travel office prior approval must be presented to receive reimbursement.

 V.  Revision History

     A.  March 19, 2018 - First issued and approved by the Chancellor

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UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
Third Party Lodging Procedure
Procedure #318

I.  To be reimbursed for third-party lodging, submit the following documents to the Travel Office before the travel dates:

  1. Third Party Lodging Authorization Request, which demonstrates:
  • Evidence of cost savings to the State OR
  • If there is no evidence of savings to the State, please justify why a policy exception is necessary by providing an explanation and sufficient documentation.  Justification may include, and should not be limited to, reasons such as safety and security issues, limited choices of hotels in remote areas, etc.

     B.  Quote for third-party lodging location

  • Copy of planned rental agreement or applicable unsigned document (i.e. a screenshot of the desired location from a web page, which shows all costs and fees itemized).
  • After a review of required documentation listed above, the Travel Office will notify the traveler and departmental contact via email if approved or denied, only if it exceeds the state lodging rates.

     C.  After a review of required documentation listed above, the Travel Office will notify the traveler and departmental contact via email if approved or denied, only if it exceeds the State lodging rates.