29.3.8 Per Diem and lodging allowance

Instead of substantiating actual meal, incidental expense (i.e. tips) and lodging expense for travel, the traveler may be reimbursed on the basis of a per diem and lodging allowance [Link: 26.9]. However, in principle, lodging expenses of guest travelers should be paid by direct billing or actual cost reimbursement based on an original receipt, up to the amount of the fixed allowance.
Overnights flights on University business are included in the Per Diem reimbursement.

29.3.8.1 Adjustments to the Per Diem and lodging allowance
When a conference, etc. provides meal(s) or meals are covered by meeting expense, half of per-diem is paid.

Stays Longer Than 30 Days (29 nights)
The lodging allowance is multiplied by 0.6.
The Per Diem is kept unchanged.

Note1: When an individual's original estimated travel is for more than 30 days (29 nights) in one location, the reduced rate (0.6 x fixed lodging allowance) applies from the first day. When an individual in travel status at a location is granted extension to a trip originally estimated at less than 30 days, the 30-days-or-less rate applies for the first 30 days and the more-than-30-days rate applies from the 31st day through the end of the trip. The 60% policy is based on the assumption that a long term traveler can reduce the lodging expenses by renting instead of paying on a day-by-day basis.

Note2: If there are any difficulties regarding this payment (such as in a case where the application of the provision of this paragraph is unreasonable, etc), the Vice President for Financial Management shall decide the appropriate amount on a case-by-case basis.

29.3.8.2 Exception to the Per Diem and Lodging Allowance
If a supervisor provides written justification that compliance with the per-diem and lodging allowance is impractical or not preferable for a particular situation, and the Vice President for Financial Management approves, actual costs may be reimbursed based on actual expense receipts even if the set amount exceeded.

• Such exceptions must be approved in writing prior to travel.

29.3.8.2.1 Approval for exceptional lodging expense by the budget holders
In the following cases, when the budget holder approves the exceptional lodging allowance, it shall be regarded that the Vice President for Financial Management has approved, and the lodging allowance can be settled based on the receipt of the actual cost, up to 150% of the prescribed amount.

1. When the organizer of international conference, etc. designate or recommend a hotel
2. When the security situation in the travel destination is considerably bad and the safety of the travelers may be hampered
3. When there is no appropriate accommodation within 30 minutes of to the venue by public transportation

29.3.8.2.2 Actual Expenses and Fixed Allowance
Travelers cannot combine the actual expense and fixed allowance methods for meals or hotel during the same trip.  No exceptions.

29.3.8.3 The Per Diem is not paid by the University if the travel is outside duty (business travel within the area of 80 km that does not require lodging.)