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5.2.4 Third Party Lodging <br /> Reimbursement for lodging in an establishment that is being rented out by a third party, or an <br /> establishment treated as an apartment building by state or local law or regulation,is allowed only <br /> if the agency can document that per day lodging rates will cost less than standard in-state or out- <br /> of-state lodging rates described in Section 5.1.1. Agency heads should set internal policies <br /> regarding third party lodging. <br /> Internal agency approved third parry lodging requests and payments must include documentation <br /> contained in travel or accounts payable records that provide evidence of savings to the State. <br /> Third party lodging agreements are not allowed among family members or where such <br /> agreements or payments create a financial conflict of interest to the traveling employee or other <br /> agency managers or employees. Third party lodging may include,yet is not limited to, online <br /> website house or room rental services. <br /> In each case where third party lodging is being considered,the applicant must provide their <br /> budget officer the following details regarding the arrangement: <br /> 1. The amount to be charged <br /> 2. The length of stay <br /> 3. Projected cost savings compared to standard lodging rates <br /> 4. Contact information <br /> To receive reimbursement the employee must submit documentation of the budget officer's <br /> approval as well as a signed rental agreement, or a reservation and receipt. <br /> 5.2.5 Penalties and Charges Resulting from Cancellations <br /> Penalties and charges resulting from the cancellation of travel reservations (including airline, <br /> hotel, or other travel reservations and conference registrations)shall be the agency's obligation if <br /> the employee's travel has been approved in advance and the cancellation or change is made at the <br /> direction of and/or for the convenience of the agency. <br /> If the cancellation or change is made for the personal benefit of the employee,it shall be the <br /> employee's obligation to pay the penalties and charges. However, in the event of accidents, <br /> serious illness,or death within the employee's immediate family or other critical circumstances <br /> beyond the control of the employee,the agency may pay the penalties and charges. <br /> 5.2.6 Meals During Overnight Travel <br /> A state employee may be reimbursed for meals,including lunches, while on official state <br /> business when the employee is in overnight travel status. <br /> Employees may be reimbursed for meals for partial days of travel when in overnight travel status <br /> and the partial day is the day of departure or the day of return. The following applies: <br /> 1 <br />