TOPIC: Room Sharing for State Travel
OFFICE: Office of Management & Budget
QUESTION / ISSUE:
STATE: NJ
DATE: 06/08/2012
The state of New Jersey is considering a policy that requires room sharing when two employees of the same
gender travel together on state business.
Are there any states that currently require room sharing when two employees of the same gender travel together
on state business? If so, what were the challenges faced when establishing such a policy?
State
Alaska
Comments
Alaska does not mandate room sharing for travel.
Arizona
This is the policy established by the state of Arizona, General Accounting Office:
http://www.gao.az.gov/publications/SAAM/SAAM-2d-022008.pdf
Shared lodging with another traveler – When lodging is shared, reimbursement per person
should not exceed the amount allowable per person at the single room rate plus tax.
Shared lodging with family member – When lodging is shared with an individual not on state
business (such as a spouse) reimbursement shall not exceed the single room rate plus tax.
Shared lodging reimbursement alternatives – Below are three methods for requesting
reimbursement: when lodging is shared:
1. Each traveler should obtain a separate original lodging receipt for each traveler's portion
of the lodging cost. The total of the two (or more) lodging receipts cannot exceed the
total lodging cost. When a room is to be shared, the travelers should request separate
receipts in advance (when they register or check-in) from the lodging establishment.
2. If the establishment cannot issue original receipts, one traveler may submit the original
lodging receipt and the other traveler(s) may submit photocopies. However, each receipt
(original and photocopies) must be marked "Shared Lodging" and must include the
names of all travelers sharing the room. Photocopies must be signed by the traveler, his
supervisor and an authorized agency signer. No photocopies will be accepted without
these original signatures.
3. If the establishment cannot issue separate original lodging receipts, one traveler may
submit the original receipt for the total lodging cost. The lodging receipt must indicate
the names of all state travelers who shared the room.
Hawaii
Response #1:
Hawaii does not require two people, of same gender, to share a room when traveling
together.
Response #2:
Hawaii does not require room sharing
Idaho
Idaho has no such policy.
Iowa
Iowa does not require room sharing when two employees of the same gender travel together
on state business. Employees may choose to share a room but that is strictly voluntary.
State
Louisiana
Comments
Louisiana does not require room sharing
Maine
Maine allows departments to set their own policy. That may change due to a recent
harassment suit that was settled.
Mississippi
Mississippi does not have a sharing of lodging policy for same gender at this time.
Michigan
Michigan does not have a “state” policy stating this. However, each agency at its discretion
has its own policies and procedures under the state policies.
Montana
Response #1:
This is not required per Montana travel policy.
Response #2:
We do not have this policy in Montana. It was discussed internally and we decided not to
proceed because of all of the potential associated problems we could envision.
Missouri
Response #1:
Missouri does not require the sharing of rooms. It is allowed but not required.
Response #2:
Missouri does not require room sharing of employees of the same gender.
Nebraska
Nebraska has no state wide policy on this although individual agencies may do that.
New York
New York state does not have such a statewide policy.
Ohio
Ohio does not have a room sharing requirement.
Texas
Texas does not require room sharing within statewide policy.
Virginia
Virginia travel regulations do not require sharing rooms. Agency policies can be more
restrictive and some may require it, but we haven’t heard of any specific challenges.
Washington
Washington does not have a policy on this issue. There would be difficult issues including
traveler privacy that would have to be worked out.
West Virginia
We don’t require, but our office specifically does it to save money, so we will be able to go
again.
Wyoming
Wyoming does not have such a policy. While this office acts as controller, it does not set
policy on travel restrictions or requirements; that authority rests with other agencies in state
government.
Wisconsin
Here is the paragraph from Wisconsin Uniform Travel Schedule Amounts that deals with
sharing of rooms when travelling. It has been in place for many years (longer than my 23
years as an auditor in the controller’s office) and I do not know of the issues that arose
during its implementation. Until recently, a few of the union contracts did have requirements
for room sharing.