The University recognizes that short-term lodging services such as Airbnb*, VRBO, HomeAway, FlipKey, and other similar lodging options (referred to here as “Specialized Lodging Arrangements”) are very popular. In general, the University policies and procedures apply to faculty, staff, students and non-employees affiliated with the University traveling on University business or using funds and/or resources administered by the University (referred to here as “Travelers”). Following are guidelines regarding the contracting process and requirements for lodging services.
Note: Sponsored Projects are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses. Please contact the Office of Sponsored Projects with any questions or reference their website for guidance.
Lodging for Individual Business Travelers
Individual Travelers securing lodging for University-related business travel may enter into contracts for such lodging without review by the Office of General Counsel if such lodging is only for an individual and is for domestic travel. Travelers are personally responsible for complying with a lodging facility’s terms and conditions (e.g. cancellation policies, check-in/out hours, appropriate maintenance of the premises, etc.). The University will not pay/reimburse for charges incurred due to non-compliance with the facility’s terms and conditions.
The University will pay for or reimburse lodging costs, in accordance with University Policy 6180 (Travel), and other applicable policies, contractual requirements, laws, regulations (e.g., Fly America Act and GSA domestic and State Department foreign per diem rates for sponsored project travel),University Policy 1110 (Conflict of Interest). In accordance with Policy 6180, all campus units who organize student travel must complete the Clery Act Student Travel Form.
Lodging for University Groups (Student Groups, Faculty-Led Travel Programs, Etc.)
All contracts for lodging of two or more Travelers in a Specialized Lodging Arrangement (i.e. AirBnB)
are highly discouraged. Contracts involving lodging of two or more Travelers in one unit (i.e. all in one
AirBnB house rental or a contract to reserve room blocks or conference space at a hotel) are subject to standard University policies and procedures, including prior approval by the Office of General Counsel. Please be advised that there are risks inherent in any group lodging situation that should be properly vetted and addressed, and all travelers are subject to compliance with all University policies and procedures
while traveling, including without limitation Policy 1065, Sexual Harassment, Sexual Misconduct, Dating Violence, Domestic Violence, and Stalking (Policy 1065), and Policy 1060, Non-Discrimination and Anti-Harassment (Policy 1060). Any concern regarding a potential violation of a University Policy during University travel should be promptly reported to the Office of Institutional Compliance and Ethics and Human Resource Services.
In addition, individuals arranging international travel for a faculty-led program or otherwise should first contact the Center for Global Education to assist with coordinating their program.
University-Hosted Conferences, Banquets, Facility Use, Room Blocks
Contracts reserving room blocks, banquet and events orders, facility use for conferences, etc., require prior approval by the Office of General Counsel, if required by University policies and procedures (i.e. unless your Department has been specifically granted negotiating authority for these types of contracts).
University travelers are strongly encouraged to utilize traditional forms of lodging (i.e. hotel stays with individual rooms), where possible. Specialized Lodging Arrangements such as AirBnB may not be licensed and may not comply with city code, safety, and other requirements. AirBnB, because it does not utilize third party contracts, does not require legal review prior to use if not otherwise required above (i.e. group lodging). Use of other third party travel services (i.e. third party services that arrange for lodging) require prior legal review. This includes, for example, VRBO, HomeAway, FlipKey, Expedia, Hotels.com, Kayak, Priceline, Hotwire and similar services.
Acceptance of Online “Click Agreements” for Lodging
In case of any of the above-referenced lodging arrangements where legal review is not required (and specifically including use of AirBnB for individual lodging), Travelers are authorized to accept the lodging service’s “click agreement” online without first securing legal review and approval.
For additional questions please email procurement and vendor services at P2P_Procurement@boisestate.edu.
*For further reference specific to the use of AirBnB for University business, please see the guidance located on the Purchasing Department website.