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 who 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 when adding a new expense for ‘3rd Party Lodging’ on your Travel Request in Concur no less than two weeks before the travel dates:

• Quote for third-party lodging location
  • Copy of planned rental agreement or other applicable unsigned document (i.e., a screenshot of the desired location from the web page, which shows all costs and fees itemized)
  • Evidence of cost savings to the State OR
  • If there is no evidence of savings to the State, justify why a policy exception is necessary by providing an explanation and sufficient documentation. Justification may include, but is not limited to, safety and security concerns and limited choices of hotels in remote areas.
• Two hotel quotes for cost comparison (if not more cost-effective than GSA subsistence rates)
  • When obtaining quotes, use the following criteria:
    • Three and four star hotels from a travel or hotel booking website, e.g., Hotels.com
    • Search for hotels close to the conference or business site

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

After a review of the required documentation listed above, Disbursements will approve the Travel Request in Concur.

PROCEDURES FOR REIMBURSEMENT

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

• Create a Travel Request and a Travel Expense Report in Concur
• 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.

Rev. 4/18/18, 9/8/18, 7/29/21, 5/12/26

Last Updated: May 12, 2026