Lodging
Lodging expenses incurred when traveling on University business outside the state of ND will be reimbursed at actual cost. When traveling within the state of ND, reimbursement cannot exceed the state rate established by the North Dakota director of OMB plus any applicable state or local taxes. If the state rate cannot be obtained, employees must follow NDUS procedure 806.1(12). Please review the Travel policy below to ensure you are in compliance.
UND is tax exempt in North Dakota, so taxes should not be paid. You may need to pay taxes on hotels out of state.
October 1, 2024, the GSA rate for lodging in ND will be $110, therefore the maximum amount that can be claimed is $99 plus applicable taxes ($110 x 90% = $99). OMB Policy 505.
Lodging During Travel FAQs
Travel expenses for a spouse/traveling companion are not an allowable expense. UND will reimburse the rate of the room as it would have cost for only one person.
Please see link to UND Travel Policy.
NDUS entities will follow OMB Policy 505 – Reimbursement for Meals and Lodging, OMB Policy 508 – Per Diem Allowance for Long-Term Travel and OMB Policy 513 – Lodging Receipts and Payments;
- If lodging at the state rate is not available, the employee must document in writing that they made a reasonable attempt to find lodging at the state rate.
- The documentation should include, at a minimum, the name and address of the hotels contacted, the dates and times of contact, and the quoted rate.
- Please note that this needs to be done prior to travel occurring, and the traveler/department should check with three different hotels.
No, prepayments are not advised. If the traveler isn’t able to attend, your departmental funds will be lost.
Only if you are staying in different hotels. If you are staying for multiple days at the same hotel and have a single receipt for this lodging, you can enter the total and document the number of days – there is a field for the number of days.