SOP-TVL-19: Booking Mid-Range Lodging Aligned with IU Travel Policy

Number: SOP-TVL-19

Subject: Booking Mid-Range Lodging Aligned with IU Travel Policy

Summary: How to select affordable, compliant accommodations for IU business travel.

Source: University Travel Management Services

Date of Issue: 07/14/2025

Procedure

Conference Lodging Priority

Employees should prioritize booking accommodations arranged by conference organizers. These hotels typically offer discounted rates that comply with IU travel policy and are located near the venue, reducing transportation costs. Using the provided conference discount code ensures cost-efficiency, policy compliance, and access to negotiated amenities.

Mid-Range Hotels

Most mid-range hotels fall into the 3-star category. These hotels offer a balance between comfort, amenities, and affordability. They usually provide:

• Private rooms with en-suite bathrooms
• On-site dining or breakfast options
• Fitness centers or pools
• Business services like Wi-Fi and meeting rooms
• Moderate pricing in compliance with IU Travel Policy

For non-conference travel (e.g., research or advancement) employees are encouraged to prioritize the following widely available mid-range hotel brands:

1. Courtyard by Marriott
2. Hilton Garden Inn
3. Four Points by Sheraton
4. Hampton Inn/Homewood Suites by Hilton
5. Hyatt Place
6. Ramada by Wyndham
7. Tru by Hilton
8. Mercure Hotels (part of Accor, popular in Europe and Asia)
9. Embassy Suites by Hilton

Choosing from these brands helps ensure cost-effective, policy-compliant lodging with consistent quality and amenities.

IU travel data shows that year over year, 3-star hotel chains including Courtyard by Marriott, Hampton by Hilton, and the Hilton Garden Inn consistently provide IU with rates under $200/night:

GSA Per Diem Rates

IU does not mandate GSA per diem rates for lodging. However, the GSA per diem rates table is a helpful tool for selecting reasonably-priced accommodations at your destination, as these rates typically represent mid-range hotels in each market.

• Employees are encouraged to reference GSA per diem rates when selecting lodging for business travel to ensure they are choosing reasonably priced accommodations.

Definitions

Conference hotel discount code:

A conference hotel discount code is a special promotional code provided by event organizers to help attendees book hotel rooms at a reduced rate. When booking a room at the designated conference hotel, attendees can enter this code to access the negotiated discount and amenities.

GSA per diem rates:

GSA per diem rates refer to the amounts established by the General Services Administration (GSA) that federal agencies use to reimburse their employees for lodging, meals, and incidental expenses incurred while on official travel within the continental United States (CONUS). These rates consist of a maximum lodging allowance component and a meals and incidental expenses (M & IE) component.

3-star hotel:

A 3-star hotel is a hotel that provides average amenities, higher quality service, physical attributes, and design. A 3-star hotel is a mid-range option that offers a balance between affordability and comfort. A 3-star hotel is often part of a larger, more upscale chain or hotel group, and is usually located near major express-ways, airports, or business areas.