Question:
I just booked a hotel in DC for my manager at $225.00 since there were no rooms available anywhere at the $180.00 per diem it says "rate within allowable 25%" is that in actual print anywhere that I can have written proof that is true. I heard that before but I can not find it in print.
Answer:
There are two ways to exceed the per diem rate. Copied below are some related sections of the Federal Travel Regulations. The first is to get approval to travel on actual expense which allows up to 300% above the total per diem when needed. The second is the Conference Lodging Allowance which allows for 25% above the per diem lodging amount to attend federally sponsored conferences in the conference hotel. The approval process for these methods varies by agency and you will need to check on your agencies approval process prior to travel. The Federal Travel Regulations can be found on our website at http://www.gsa.gov/federaltravelregulation.
Actual Expense References:
§301-11.8 What is the maximum per diem rate I will receive if lodging is not available at my TDY location?
If lodging is not available at your TDY location, your agency may authorize or approve the maximum per diem rate for the location where lodging is obtained.
§301-11.303 What is the maximum amount that I may be reimbursed under actual expense?
The maximum amount that you may be reimbursed under actual expense is limited to 300 percent (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency’s policy, a lesser amount may be authorized.
Conference Lodging Allowance References:
§301-74.7 What is the conference lodging allowance?
The conference lodging allowance is a pre-determined maximum allowance of up to 25 percent greater than the applicable locality lodging portion of the per diem rate. Under §301-74.8 FEDERAL TRAVEL REGULATION 301-74-2 this reimbursement method, employees will be reimbursed the actual amount incurred for lodging up to the conference lodging allowance.
§301-74.8 Who may authorize reimbursement of the conference lodging allowance for a Government sponsored conference?
The approval authority for the conference lodging allowance is the Government agency sponsoring the conference. The sponsoring agency will determine the appropriate conference lodging allowance, up to 25 percent above the established lodging allowance for the chosen location, and that rate shall be allowable for all employees of any agency authorized to attend the conference. The determination must be made by a senior agency official at the sponsoring agency.
§301-74.9 Who may authorize reimbursement of the conference lodging allowance for a non-Government sponsored conference?
The travel approving official of a Government employee authorized to attend a non-Government sponsored conference may authorize the employee to be reimbursed for lodging expenses incurred up to the conference lodging allowance rate.