Thankfully, the U.S. General Services Administration (GSA) provides per diem rates that offer a helpful benchmark. While not always a strict cap, these rates give you a starting point for evaluating whether lodging costs fall within a reasonable range.
There’s no one-size-fits-all approach to choosing lodging. Although location is often the first consideration, it shouldn’t be the last. How important is walkability? Will you be able to rely on public transportation, or will you need a rental car? That decision alone can significantly impact your total cost. A hotel with a lower nightly rate can quickly become the more expensive option once you factor in parking fees and transportation costs.
Amenities also matter; access to free Wi-Fi, breakfast, a 24-hour front desk, and flexible cancellation policies can add real value.
Taking an extra few minutes to review customer ratings can help ensure you’re selecting a safe, quiet location, rather than one that introduces unnecessary risk or disruption to your trip.
Before finalizing your booking, take a close look at the total cost—taxes, resort fees, and other charges add up quickly. A brief review upfront can prevent issues later.
No matter which option you choose, you should be able to defend it.
If your hotel includes breakfast, adjusting your per diem accordingly is a simple way to demonstrate good stewardship. On the other hand, selecting lodging based solely on personal preference is unlikely to hold up under review.
The strongest defense is documentation. If your lodging choice is based on proximity, cost, or availability, capture that at the time of booking. A quick screenshot showing comparable options and pricing can make all the difference if questions come up later.
Two PIs traveled to Washington, D.C. with 12 students for a cohort event held at the Virginia Tech Arlington offices.
The GSA lodging per diem rate for D.C. was $258 per night, while the selected hotel charged $299 per night. With 8 rooms over 2 nights, this resulted in an overage of $656.
When asked to justify the higher rate, the PIs shared that all the hotel prices in the area were similar, and they selected the property based on proximity to the event location. However, no cost comparison had been captured at the time of booking.
A later review—looking at the same weekdays after the travel occurred—identified alternative lodging options at significantly lower rates, including a nearby hotel within a four-minute walk, priced at $81 per night. Without documentation, there was no way to demonstrate that the original selection was the most cost-effective option available at the time.
The key takeaway is simple: documentation at the time of booking is essential. Waiting to recreate cost comparisons later can have the opposite effect. Prices fluctuate, availability changes, and what you find weeks later may not reflect the original decision-making environment.
Lodging decisions don’t have to be complicated—but they do need to be intentional. A reasonable rate, thoughtful selection, and documentation at the time of booking can go a long way in avoiding questions later. Choose wisely, document early, and make sure your stay is just as defensible as your travel.
AI Statement
The article was developed from my institutional experience, examples, and compliance analysis. I utilized AI-assisted editing tools, including ChatGPT, to help improve readability, organization, and flow, but the underlying content, examples, and technical guidance originated from my own work and professional experience.