Jun. 3, 2026

Employees are reminded to review the updated lodging policy based on recent changes in the Nevada State Administrative Manual. See below for more details. 

Lodging Policy 

The maximum rates for lodging expense payment or reimbursement limit are determined by locating the state and city or county listed on the GSA map. Lodging rates do not include charges such as resort, cleaning, and reservation fees and state or local taxes.

Applicable Lodging Rates

  • Use the standard rate if the destination is not listed.
  • Non-continental territories like Hawaii are listed on the Defense Travel Management Office webpage.
  • Foreign rates can be found on the Defense Travel Management Office.

Lodging Policy Exception Rates

NSHE institutions may make exceptions to the rate of reimbursement when one or more of the following applies:

  1. Lodging is procured at a prearranged place such as a hotel where a meeting, conference or training session is held.
    1. Supply the approving authority with the conference or training brochure that states the prearranged host accommodations
  2. Costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.
    1.  Obtain and document the name/date of the special event that is causing the cost escalation.
    2. A list of at least three lodging establishments and corresponding rate quotes of nearby (within a five-mile radius).
    3. A written explanation of how staying at the more expensive lodging establishment will provide cost savings.
    4. Conference or training brochures.
  3.  Lodging is necessary to accommodate job duties that require the employee to be in a specific location at a designated time. 
    1.  A written explanation of the job duties that require the employee to be in a specific location at a designated time.

Lodging exceptions require employee supervisory approval when an exception condition is met. Once a lodging exception is documented, the Lodging Exception Form is required to be submitted with the Spend Authorization/Expense Report in order to process the reimbursement and must be signed by the responsible employee supervisor.

The Vice President for Business Affairs & CFO has the delegated authority to approve exceptions over 150% of the established GSA rate.

Even with approved exceptions, if the actual lodging rate exceeds the maximum allowable exception rate reimbursements may be limited.

For more information visit the Travel, Expense, and Reimbursement webpage. Please contact Racquel Rodriguez for any questions.