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.

  • Use the if the destination is not listed.
  • Non-continental territories like Hawaii are listed on the  webpage.
  • Foreign rates can be found on the .

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 expectation rate reimbursements may be limited.

Overnight lodging within 50 miles or less (one way) from the employee鈥檚 principal station must be justified in writing, approved by the individual authorized to approve such travel and included with the spend authorization/expense report.

These expenses will not be allowed unless:

  • Inclement weather conditions make travel difficult
  • Late official meetings are required
  • Individuals involved are conference hosts responsible for meeting arrangements

Short-Term Rentals

Short-term rentals of personal property for business travel may have additional risk than traditional hotel lodging options. To request to use short term rentals such as Airbnb, VRBO, and other similar websites, contact PCardunlv@unlv.edu to receive instructions and the short term rental contract. 

For proper out-of-pocket reimbursement:

  • Lodging rates do not include charges such as resort, cleaning, and reservation fees and state or local taxes.
  • Employees who choose short-term rentals are not eligible for reimbursement of lost deposit.