Third Party Lodging Policy

PURPOSE/SCOPE

This policy, in accordance with University Policy 602.7, Travel Authorization and Reimbursement, and in consideration of Internal Revenue Service (IRS), Office of State Budget and Management (OSBM), and other applicable regulations and guidance, establishes when the University will provide payment for third party lodging expenses incurred to support University business purposes, along with related administrative requirements.

These requirements apply to all UNC Charlotte faculty, staff, students, and any other individuals and members of organizations that travel at University expense (after this, “Travelers”).

DEFINITIONS

Third Party Lodging: An establishment that is rented out by a third party or treated as an apartment building by state or local law or regulation. This includes most non-hotel facilities and those rented out via sites like Airbnb and VRBO.

Rental Agreement: A signed agreement between the University Traveler and the Third Party Lodging establishment.

REQUIREMENTS FOR AUTHORIZATION

Per the North Carolina Budget Manual, authorization for third party lodging arrangements must be approved prior to travel. Submit the following documents to the Travel and Complex Payments Office no less than two weeks before the travel dates:

  • Third Party Lodging Authorization Request, which demonstrates:

    • Evidence of cost savings to the State OR

    • If there is no evidence of savings to the State, please justify why a policy exception is necessary by providing an explanation and sufficient documentation. Justification may include, and should not be limited to, reasons such as safety and security issues, limited choices of hotels in remote areas, etc.

  • Quote for third-party lodging location

    • Copy of planned rental agreement or other applicable unsigned document (i.e., screenshot of the desired location from web page, which shows all costs and fees itemized)

Note: third party lodging agreements are not allowed among family members

  • Three hotel quotes for cost comparison.   

    • When obtaining comparison quotes, please use the following criteria:

      • Three- and four‐star hotels from a travel/hotel booking website (e.g., Hotels.com, Expedia).

    • Search for hotels in close to the conference or business site.

After a review of required documentation listed above, the Travel and Complex Payments Office will notify the traveler and departmental contact via email if approved or denied.

PROCEDURES FOR REIMBURSEMENT

To be reimbursed for third party lodging, submit the following:

  • Approved Third Party Lodging Authorization Request with the Travel Reimbursement package.

  • A copy of the signed rental agreement or other applicable documents (e.g., Airbnb agreement).

  • Paid itemized receipt, if separate from the rental or other signed agreement.

All employees must comply with the procedures supplemental to these requirements.

Last updated: April 18, 2016