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Conference Lodging Allowance
Frequently Asked Questions
Updated: 01/05/12
- I understand that GSA has a rule pertaining to lodging allowances when attending a conference. Is this true?
- What is a 'Conference Lodging Allowance' and how do I know how much of my per diem it covers?
- Does the 25 percent increase also apply to the M&IE portion of the locality per diem rate?
- May the conference lodging allowance exceed 125 percent of the lodging per diem rate?
- Am I authorized reimbursement on an actual expense basis if the lodging expense exceeds 125 percent of the conference lodging per diem rate?
- Are Government contracted employees authorized the �Conference Lodging Allowance' rate?
- Does the requirement to book lodging accommodations through my agency/service's CTO/TMC apply when attending a conference where the conference sponsor has blocked rooms at one or more lodging facilities and/or has a conference planner who is handling room reservations?
- I am a conference planner and I negotiate conference lodging. Are there other considerations besides the daily room rate?
- Is there a distinction between a government sponsored conference and a non-government sponsored conference regarding Conference Lodging Allowance?
1. I understand that GSA has a rule pertaining to lodging allowances when attending a conference. Is this true?
Yes. GSA issued conference and conference planning guidelines in 2000. The policy allows for conference per diem expenses, when approved, to be reimbursed under the 'Conference Lodging Allowance'. See JFTR/JTR, Appendix R for more information on conferences and the conference lodging rate.
2. What is a 'Conference Lodging Allowance' and how do I know how much of my per diem it covers?
The 'Conference Lodging Allowance' is a pre-determined maximum allowance of up to 125 percent increase of the applicable locality lodging ceiling portion of the per diem rate (rounded to the next highest dollar). It is not an actual expense allowance (AEA). Conference attendees may be reimbursed the actual lodging amount incurred NTE the conference lodging allowance under this reimbursement method. The conference lodging allowance must be authorized/ approved.
For example, using the Standard CONUS per diem rate of $123 ($77 Lodging/ $46 M&IE), 125 percent of $77 (lodging) is $97 ('Conference Lodging Allowance maximum). The conference per diem allowance is NTE $143 ($97 Lodging + $46 M&IE).
3. Does the 25 percent increase also apply to the M&IE portion of the locality per diem rate?
No. The approved 'Conference Lodging Allowance' of up to a 25 percent increase applies ONLY to the lodging portion of the chosen locality per diem rate when authorized.
4. May the conference lodging allowance exceed 125 percent of the lodging per diem rate?
No. AEA may be authorized/approved if the conference lodging rate is inadequate. See JFTR/JTR, Appendix O, JFTR (uniformed personnel) or JTR (DoD civilian employees), Chapter 4, Part C for AEA policy.
5. Am I authorized reimbursement on an actual expense basis if the lodging expense exceeds 125 percent of the conference lodging per diem rate?
Yes. The M&IE may be reimbursed under the �Lodgings-Plus' per diem computation method while the lodging costs are reimbursed on an actual expense basis.
6. Are Government contracted employees authorized the �Conference Lodging Allowance' rate?
Travel costs of Government contractors and contractor employees are governed by the rules in the Federal Acquisition Regulation (FAR) �31.205-46 available at https://www.acquisition.gov/far/index.html.
7. Does the requirement to book lodging accommodations through my agency/service's CTO/TMC apply when attending a conference where the conference sponsor has blocked rooms at one or more lodging facilities and/or has a conference planner who is handling room reservations?
It depends. Check with your DoD agency/Uniformed Service to determine if CTO/TMC use is mandatory at all times within your agency/Service for lodging reservations. If there is no agency/Service policy, the requirement to reserve lodgings through the CTO/TMC does not apply when a conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees and directs attendees to register for rooms using a specific procedure (or conference planner). To ensure that the set aside rooms are used, direct booking by attendees (or CTO/TMC) with the conference facility or a conference planner may be required.
8. I am a conference planner and I negotiate conference lodging. Are there other considerations besides the daily room rate?
Yes. Refer to JFTR/JTR, Appendix R and the Federal Travel Regulation (FTR), Chapter 301, Appendix E for conference planning guidance. Other factors to consider when negotiating/ discussing conference lodging are additional user fees for hotel services (i.e., communication access), travelers with handicaps/special needs, municipality surcharges, and similar fees.
9. Is there a distinction between a government sponsored conference and a non-government sponsored conference regarding Conference Lodging Allowance?
Yes. A Government Sponsored Conference requires a designated senior official of the sponsoring agency/Service to determine if a conference lodging allowance is necessary and to establish the appropriate conference lodging allowance allowable for all members/employees authorized to attend the conference. Non-government Sponsored Conference allows the AO to reimburse the traveler for lodging expenses incurred up to the conference lodging allowance rate.
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