Do reimbursements for conference lodging require special documentation?
A. Yes. An official conference may designate a hotel(s) as its official lodging site that charges more for rooms than is normally allowed under lodging allowances. The unit head’s approval for employees to attend the conference provides approval for the exception to the lodging maximums. A copy of the official conference brochure or other documentation showing designated conference hotel(s) must be attached to the reimbursement form. If documentation is not available, a Travel Exception Report must be submitted with the reimbursement form.
