Lodging & Meal Expenses

Lodging

Employees are asked to select the most reasonably priced accommodations. Reimbursements for lodging are limited to the lowest cost single occupancy rate. 

WSU funds are not allowed to be spent on non-WSU individuals while traveling.

If overnight lodging is required, it is limited to the single occupancy rate at a reasonably priced licensed lodging facility. Request the lodging facility to certify the single rate was applied on the receipt. 

The use of Airbnb, VRBOs, bed and breakfasts, or other short-term rental properties are discouraged, unless cost saving and certification of license can be determined. These reservations will need to be approved by the Director of Business Services and the WSU CFO. 

Request the government rate whenever possible. 

Meals

Meals must be reimbursed and cannot be charged to a university-issued credit card. 

Receipts are not required for employees. Students and contractors must submit itemized meal receipts. 

Per IRS, meals for any trips that do not require overnight travel will be taxed. Meals for overnight trips are not taxed.

Meals are not to be treated as a per diem arrangement. Submit actual costs (including tax and gratuity) not to exceed the bargaining unit allowable amounts. 

Times of departure and return must be recorded on the expense report for all meal reimbursement requests.

If meals are provided by the conference, hotel, or included in other costs while traveling, those meals are not eligible for reimbursement.

To determine the city type, please consult the Special Per Diem Rates (PDF) provided by the IRS.

All Bargaining Units Reimbursement Rates

IFO & ASF Professional Development Reimbursement Rates