Lodging

Make your hotel reservations using Connexxus to obtain UC contracted rates and preferred lodging providers.  

Before booking, review the current maximum daily expense caps and allowable/unallowable expenses for UCSF travelers. All current rates and allowables are listed here. Lodging is reimbursed based on actual costs substantiated by receipts. 

UC policy only allows reimbursement for lodging when the location is more than 40 miles from the traveler’s home or place of work, unless the overnight stay is required by the employer (i.e., an event coordinator must be onsite for late night and early morning set-up).

Travelers pay for lodging with a personal credit card, a UCSF corporate travel card or cash. Direct billing is not available for hotels. A detailed receipt is required for reimbursement showing that charges were paid in full. Some hotel expenses such as mini-bar, spa treatments, in-room movies and entertainment are considered personal use and will not be reimbursed.

Process Exception: Justify Lodging Expense Above Policy Rate

The traveler must provide written justification along with additional documentation such as price comparisons within the proximity of the meeting location that supports the higher lodging rate. The price comparison should be performed at the time of booking. It is recommended that travelers use the address of their event or conference and search for hotels within 2-5 mile radius.

Unless there is acceptable written justification along with supporting documentation, the traveler will only be reimbursed up to the current daily expense maximum rates.

Process Exception: Justify Lodging Expense Above Policy Rate for Conference Hotel

The traveler may stay at the conference hotel. The traveler or delegate should add a comment to the expense report explaining the conference was held at the hotel and recommended by the conference. In addition, the traveler or delegate shall provide a screenshot or other documentation showing the recommended conference hotels.

Unless there is supporting documentation, the traveler will only be reimbursed up to the current daily expense maximum rates.