Learn About Lodging

Lodging may be reimbursed when an individual is traveling overnight on official business outside his/her official station, the area within a 25-mile radius of an employee’s base point. Lodging expense reimbursement varies with the travel destination, but all expenditures must be necessary and reasonable.

Lodging Rates

Reimbursement for lodging (hotel, room, hostel, house, etc.) is limited to actual expenses incurred up to the CONUS and OCONUS rates, plus taxes and surcharges. Expenses in excess of the guidelines may be reimbursed up to 100% overage when proper justification can be provided.

Lodging limits must follow the CONUS and OCONUS rate tables.

Should the conference lodging rate exceed the 100% overage allowance, exceptions may be granted for a reasonable and necessary lodging rate by the Authorized Approver with conference documentation.

The University has negotiated preferred rates at the following hotel properties. Each as agreed to offer per diem lodging rates upon availability. If per diem rates are unavailable, they have each offered a discounted rate as well. VCU departments are not required to utilize these properties, but are encouraged to do so.

 The Virginia hotel properties are listed below:Show / ⇓
Holiday Inn Express LYNCHBURG5600 Seminole Ave  Lynchburg, VA 24502VA434-237-7771 / 434-239-0659
Fairfield Inn & Suites CHARLOTTESVILLE577 Branchlands Blvd  Charlottesville, VA 22901VA434-964-9411 / 434-964-9422
Holiday Inn Express RICHMOND9933 Mayland Dr   Richmond, VA 23233VA804-934-9300 / 804-934-0983
Courtyard DANVILLE2136 Riverside Dr   Danville, VA 24540VA434-791-2661 / 434-791-2073
Hampton Inn MARTINSVILLE50 Hampton Dr.   Martinsville, VA 24112VA276-647-4700 / 276-647-4119
Fairfield Inn & Suites RICHMOND9937 Mayland Drive   Richmond, VA 23233VA804-545-4200 / 804-545-4219
Springhill Suites - Lynchburg15171 Wards Road  Lynchburg, VA 24502VA434-237-5848 / 434-237-5849
Fairfield Inn & Suites ROANOKE7944 Plantation Rd   Roanoke, VA 24019VA540-362-4200 / 540-278-1600
Hampton Inn & Suites LYNCHBURG3600 Liberty Mountain Dr  Lynchburg, VA 24502VA434-608-1224 / 434-608-1238
Homewood Suites Richmond Downtown700 E. Main St. Richmond, VA 23219VA804-643-2900 / 804-643-2500
Hampton Inn & Suites Richmond Downtown 700 E. Main St. Richmond, VA 23219VA804-643-2900 / 804-643-2500
Crowne Plaza Richmond Downtown555 E. Canal St. Richmond, VA 23219VA804-788-0900 / 804-788-7087
Sheraton Norfolk Waterside777 Waterside Dr. Norfolk, VA 23510VA757-622-6664 / 757-622-4571
The Quirk Hotel 201 W. Broad St. Richmond, VA 23220VA804-340-6040 / 

 The North Carolina hotel properties are listed below:Show / ⇓
Holiday Inn Express GREENSBORO4305 Big Tree Way  Greensboro, NC 27409NC336-854-0090 / 336-854-4516
Holiday inn Express DANVILLE2121 Riverside Dr   Danville, NC 24540NC434-793-4000 / 434-799-5516
Innkeeper ROXBORO906 Durham Rd  Roxboro, NC 27573NC336-599-3800 / 336-330-0020
Hampton Inn FAYETTEVILLE1700 Skibo Rd   Fayetteville, NC 28303NC910-487-4006 / 910-487-5773
Hampton Inn RDU1010 Airport Blvd   Morrisville, NC 27560NC919-462-1620 / 919-432-3217
Best Western - WILMINGTON5345 West Market Street  Wilmington, NC 28405NC910-799-4292 / 910-799-3994
Hampton Inn HIGH POINT10066 North Main St   Archdale, NC 27263NC336-434-5200 / 336-434-5222
Fairfield Inn & Suites WINSTON SALEM1680 Westbrook Plaza Dr  Winston-Salem, NC 27103NC336-714-3000 / 336-714-3001
Hampton Inn ROXBORO920 Durham Road   Roxboro, NC 27573NC336-599-8800 / 336-599-8700
Holiday Inn Express RDU1014 Airport Blvd   Morrisville, NC 27560NC919-653-2260 / 919-653-2261
Holiday Inn Express DURHAM2516 Guess Road   Durham, NC 27705NC919-313-3244 / 919-313-3245
Staybridge Suites - RDU1012 Airport Blvd   Morrisville, NC 27560NC919-468-0180 / 919-468-5605
Hampton Inn-CHARLOTTE19501 Statesville Rd    Cornelius, NC 28031NC704-892-9900 / 704-896-7488
Fairfield Inn GREENSBORO7615 Thorndike Rd  Greensboro, NC 27409NC336-841-0140 / 336-841-5462
Holiday Inn Express HIGH POINT10050 North Main Street  Archdale, NC 27263NC336-861-3310 / 336-861-2098
Holiday Inn Express RTP4912 South Miami Blvd.   Durham, NC 27703NC919-474-9800 / 919-474-9803
Hampton Inn WAKE FOREST12318 Wake Union Church Road   Wake Forest NC 2758NC919-554-0222 / 919-554-1499
Hilton Garden Inn- Greensboro4307 Big Tree Way Greensboro, NC 27409NC336-852-1491 / 336-852-1492
Holiday Inn RDU930 Airport Boulevard   Morrisville, NC 27560NC919-465-1910 / 919-465-1908
Hilton Garden Inn RALEIGH6412 Capital Boulevard   Raleigh, NC 27616NC919-876-5650 / 919-876-5605
Holiday Inn Express GREENSBORO645 S. Regional Road      Greensboro, NC 27409NC336-882-0004 / 336-882-0086
Hampton Inn & Suites HUNTERSVILLE10305 Wilmington Street  Huntersville, NC 28078NC704-947-5510 / 704-947-5512
Hampton Inn & Suites DURHAM1542 North Gregson Street   Durham, NC 27701NC919-688-8880 / 919-688-8882
Hampton Inn RALEIGH NORTH3621 Spring Forest Road  Raleigh, NC 27616NC919-872-7111 / 919-872-0950
Hilton Garden Inn - GREENSBORO238 NC Highway 68   Greensboro, NC 27409NC336-881-1111 / 336-881-1112
Staybridge Suites JACKSONVILLE110 Cobia Court   Jacksonville, NC 28546NC910-353-2513 / 910-353-2579
 The South Carolina hotel properties are listed below:Show / ⇓
Hampton Inn & Suites DUNCAN108 Spartangreen Blvd   Duncan, SC 29334SC864-486-8100 / 864-486-0800
Hampton Inn & Suites CLINTON SC201 E Corporate Centre Dr   Clinton, SC 29325SC864-938-1040 / 864-938-1045

Non-Canceled Reservations

Communicate travel plan changes as soon as possible when a confirmed reservation is being held. Since charges may be incurred for non-cancelled reservations, these charges will not be reimbursed if the traveler is negligent in canceling reservations.

Shared Lodging

When multiple individuals share non-luxury lodging, the Authorized Approver may approve lodging rates that are less than the lodging guideline applicable to the travel destination multiplied by the number of official business travelers in the room.

Advance Payments

Advance payments for lodging are discouraged and travelers should be aware the charges will not be reimbursed prior to the trip.

Alternative Lodging

Alternative lodging contracts paid by a Purchase Order must be sent to contracts@vcu.edu for approval. Contract processing can take up to ten business days.

For More Information

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804-828-1077 (ext 3)

Locations & Hours

Office of
Procurement Services

Mailing Address:
Box 980327
Richmond, Virginia 23298-0327

Physical Address:
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Richmond, Virginia 23284
Phone: (804-828-1077)
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