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Reimbursement for lodging may not exceed the lodging maximum rate established for all areas of the country and abroad by the Federal Travel Regulations. When the average lodging rate expenses per hotel stay are expected to exceed the FTR lodging maximum rate, management approval is required before travel cost is incurred. The lodging justification must contain a detailed explanation of why the exception should be granted.
The Division/Section/Center Head approves requests up to 150 percent. The Chief Operating Officer must approve requests over 150 percent up to 300 percent and any over 300 percent is unallowable. A written request will be required prior to travel (see Justification for Lodging). Private lodging and stay with family expenses may be reimbursed for up to five nights per stop at eight dollars per night. Hotel on-line booking reservation service fees are non-reimbursable.
The respective Division/Section/Center Head and the Chief Financial Officer must approve trips to locations within 50 miles of the Laboratory that necessitate overnight lodging.
Travel Authorization must include a clear justification for the need for local lodging. Approval must be obtained from the Chief Financial Officer prior to booking hotel reservations.
Hotel Reservations made by Fermilab Travel Office are guaranteed late arrival. Employees are required to have a Fermilab Travel Card in order for the Travel Office to book lodging. In case of trip cancellation, contact the Travel Office or the hotel to cancel the booking. You should request and record the cancellation number in case of billing disputes. Cancellation deadlines are based on the local time of the property. If you are unable to honor your reservations and if you fail to cancel, you may be held financially responsible.
Traveler's, when informed of a No-Show charge, should immediately request reimbursement through the attached No-Show Bill Form. This Form should state the specific facts and must be approved by the D/S/C Head. Approved Form should be emailed to Seshadri@fnal.gov.
We strongly recommend that hotel bookings, when possible, are made through the Fermilab Travel Office, making the travel itinerary complete with air, car and hotel bookings. This is especially helpful when travel plans are revised.
Hotel on-line booking reservation service fees are non-reimbursable.
Fermilab has arrangements with some local hotels with special rates and billing arrangements. If direct billing has been arranged with the hotel, the Travel office will assist in booking. Please contact Travel Office for details.
Hotels Located Near Fermilab
Please note: In order to get the Fermilab preferred rate, it is very important that when you are booking your hotel accommodation to mention that you are attending an event sponsored by Fermilab or visiting Fermilab. All hotels listed will honor their special Fermilab Preferred Rate when visiting Fermilab.