A Department of Energy employee was to attend a training conference where hotel rates  were $125 in an area capping maximum lodging rates at $77.   He looked for another lower cost hotel “conveniently close” but could not locate one with a lower rate than $125.  After booking the room his supervisor said the rate was too high and suggested finding a lower rate.  He unsuccessfully tried again and then went out of town on assignment where he could not continue looking for lower rates.  When he returned and prepared to go to the training, his only choice was to cancel the training resulting in forfeiting the registration fee or stay at the $125 rate and hope to be reimbursed later.  When he was not reimbursed he appealed his agency’s decision but the appeals board denied his request ruling (1) he knew in advance he may not be fully reimbursed and (2) he did not submit evidence no other hotels were available at the maximum per diem rate (GSBCA 15416-TRAV).

In a separate case, a conference attendee intended to share a room at $129 in a $65 maximum lodging area and when his colleague was delayed he believed a lower cost room could not be found at the last minute so stayed in the room.  The Appeals Board ruled that actual expenses in excess of per diem rates can be authorized under extraordinary circumstances but that it should not be taken lightly.  Requests should be made before travel and such requests need to be fully documented as to why the normal per diem is not sufficient.  The employee’s “belief” that lower cost lodging is unavailable was not enough to qualify for higher reimbursement (GSBCA 15428-TRAV)

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