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. For travel on or after October 1, 2018, the GSA rate for lodging in North Dakota is $94, therefore the maximum amount that can be claimed is $84.60 plus applicable taxes ($94 x 90% = $84.60).
The GSA will update their rates periodically during the biennium and the allowable lodging reimbursement will also change at that time. Note: Williston will no longer be considered an exception beginning October 1, 2018. 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.
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, the additional taxes eligible for reimbursement must be pro-rated. For example (using the $84.60 maximum rate): if the room is $90.00 and taxes are $13.50, the individual will be reimbursed $84.60 plus $12.69 pro-rated taxes ($84.60/90.00 x $13.50 = $12.69).
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 the 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.
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.