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Lodging Reimbursements

Reimbursement for in-state lodging expenses incurred while in travel status during the fourth quarter shall not exceed 90% of the rate established by the United States General Services Administration (GSA) for North Dakota, plus applicable state or local taxes on lodging. As of October 1, 2010, the GSA rate for lodging in North Dakota was $77; therefore, the maximum amount that can be claimed is $69.30, plus applicable taxes. For travel on or after October 1, 2013, the GSA rate for lodging in North Dakota was $83; therefore, the maximum amount that can be claimed is $74.70, plus applicable taxes.

The GSA will update their rates periodically during the biennium and the allowable lodging reimbursement will also change at that time. See the city/county rate exceptions, found below. The amounts shown are 90% of the GSA rates and are the maximum state reimbursable rates that can be claimed, plus applicable state and local taxes. These rates are effective October 1, 2012. To verify current U.S. GSA rates, visit U.S. General Services Administration (GSA) Domestic Per Diem Rates

Out-of-state lodging expenses shall be reimbursed at actual expense. 

October 2013 - September 2014

City

Counties

Oct
13

Nov
13

Dec
13

Jan
14

Feb
14

Mar
14

Apr
14

May
14

Jun
14

Jul
14

Aug
14

Sep
14

Dickinson/
Beulah

Stark,
Mercer,
Billings

108.00

108.00

108.00

108.00

108.00

108.00

108.00

108.00

108.00

108.00

108.00

108.00

Minot

Ward

112.50

112.50

112.50

112.50

112.50

112.50

112.50

112.50

112.50

112.50

112.50

112.50

Williston

Williams,
Mountrail,
McKenzie

94.50

94.50

94.50

94.50

94.50

94.50

94.50

94.50

94.50

94.50

94.50

94.50

An original lodging receipt is required for reimbursement to the employee. (When an original receipt is lost, a photocopy or faxed invoice should be obtained with a notation by the employee that the original receipt was lost.)

In-State Lodging Rates over Maximum

If a room is more than the 90% maximum GSA rate for North Dakota, allowed in section 7, above, the additional taxes eligible for reimbursement must be pro-rated. For example (using the $74.70 maximum rate): if the room is $80.00 and taxes are $12.00, the individual will be reimbursed $74.70 plus $11.21 pro-rated taxes ($74.70/80.00 x $12.00 = $11.21).

In-State Lodging in Western, ND

As a reminder, made effective November 9, 2010, if NDSU employees are unable to find a state rate hotel in the western part of the state (Williston, Dickinson, Minot, etc.), within a reasonable distance of their assigned work location, they need to consult in advance with Ramona Adams, or Ricki Martin, NDSU Accounting Office, to discuss alternatives so the employee does not incur additional out-of-pocket costs. NDSU employees will need to secure proper documentation of attempts to find a room at a state rate and that advance NDSU Accounting Office approval was received to reimburse the higher rate. The request must document the name of the employee, name of city traveling to, dates of lodging, name and local phone number of the lodging facility, the rates quoted for the dates of travel or if there were no available rooms. A minimum of 3 facilities should be contacted. If traveling to a North Dakota community that does not have 3 lodging facilities, indicate on documentation. This documentation must be attached to the travel reimbursement form. Occasionally, additional documentation will be requested to ensure the most cost- effective rates possible were obtained.

Direct Billing of Lodging to Department

Employee lodging must be first paid by the employee and then reimbursed using the travel voucher. An employee's lodging expense should not be paid directly by the department to the lodging facility.  

Room Sharing

When two or more state employees share lodging accommodations, each employee should normally claim his/her own reimbursement. In instances where one employee pays the total lodging costs, he/she may claim reimbursement for the same by listing the other employee(s) sharing the lodging accommodation.  

When a state employee is accompanied by an individual not eligible for reimbursement (a spouse or traveling companion), the state employee must have the lodging establishment clearly certify the room rate for a single person and only that amount may be claimed. 

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North Dakota State University
Phone: +1 (701) 231-7432 / Fax: (701) 231-6194
Campus address: Old Main 11
Physical/delivery address: 1340 Administration Ave., Fargo, ND 58102
Mailing address: NDSU Dept. 3100 / PO Box 6050 / Fargo, ND 58108-6050
Page manager: Accounting

Last Updated: Friday, May 09, 2014 4:08:03 PM