Baylor University || Travel || Accommodations

Hotel-Motel Accommodations

The University will reimburse the traveler for the actual cost of accommodations within a reasonable level. Where travel costs are charged to a sponsored project, the terms of the applicable contract or grant will take precedence if more stringent. See Grant Policy.
When the traveler is attending a conference at a host hotel-motel, the University will normally accept the conference rate at the host hotel-motel.
All lodging receipts must be itemized and are required regardless of cost. The ER must show costs by category. When meals, telephone, and other items are charged to a hotel room, the amounts must be separately entered from the lodging cost on the ER in the appropriate category of expense.
When the traveler is accompanied by someone whose trip is not authorized by the University, the University will reimburse for accommodations only at the single occupancy rate.
Movies, exercise facilities, or other forms of entertainment are not an allowed reimbursable University travel expense.
Baylor is exempt from Texas state hotel occupancy tax. To claim this exemption, the traveler must present a Texas Hotel Occupancy Tax Exemption at time of check-in. Travelers should use these certificates to avoid paying the 6-percent Texas state hotel occupancy tax.