Pre-Approval for 3rd Party / Non-Commercial Lodging Form

Before You Start Checklist – Collecting the Information and Documents listed below before you start the form will make it easier to complete.

Contact Information

Who can answers questions regarding the information provided on this form?(Required)

First Last

Email of Contact(Required)

Would you like to provide a 2nd contact?

First Last

Email of 2nd Contact

Traveler & Trip Details

List the first name, last name, and university affiliation for all business travelers who will utilize this lodging.(Required)

First Name

Last Name

University Affiliation

Travel Begin Date(Required)

Travel End Date(Required)

Provide the business purpose for this university travel.(Required)

If this request is for NCSU students, what is the benefit to the university?

Enchancing the visibility of university state supported programs to its peers, and future or current customers

Exchanging information and knowledge relevant to improving state funded programs

Enhancing skills relevant to improving volunteer services that support state funded programs

Other similar activities that relate to services supported by the state.

Provide the address of the business destination(Required)

Street Address City State / Province / Region ZIP / Postal Code Country

Provide the project number that will be used to pay for the lodging. IMPORTANT NOTE: State appropriated funds can not be used for requests submitted after the start date of the trip.(Required)

Lodging Details

Provide the Name of the Lessee(Required)

Provide the Address of the Lodging(Required)

Street Address City State / Province / Region ZIP / Postal Code Country

The address of the property is a required information for all requests, including those found on booking websites. Requests can not be completed without the address.

Lodging Check-In Date(Required)

Lodging Check-Out End Date(Required)

No. of Bedrooms(Required)

The university is only allowed to provide single lodging accommodations for a university business traveler. (I.E. a hotel room with a single bed) If there are more bedrooms than the number of university business occupants, provide a business use justification for the additional bedrooms.

Business Use Justification for Additional Bedrooms

Lodging Daily Rate Details

Upload the Lodging Rental Rate for the Selected Property(Required)

Accepted file types: jpg, gif, png, pdf, Max. file size: 195 MB.

Acceptable documents include an unsigned lease agreement or a print-out of the rental rate from a booking website.

Provide the Requested Payment/Reimbursement Amount(Required)

If the lease agreement calls for payment in a foreign currency, do not convert into USD. List the costs as stated on the lease. If the request is approved, the payment/reimbursement will be provided based upon exchange rate at the time of the stay.

Currency(Required)

No. of Occupants(Required)

No. of Nights (Reduce the no. of nights by any personal time)(Required)

Calculate the Estimated Daily Rate per Person(Required)

Estimated Daily Rate = Total lodging amount ÷ (No. of occupants x No. of nights)

1. Does this daily rate exceed the State approved daily rate? In-State Daily Lodging Rate: $75.10 // Out-of-State Lodging Rate: $88.70 // Out-of-Country Lodging Rate: $88.70(Required)

No – Skip questions 2 and 3

Yes – Proceed to question 2

2. Does the daily rate exceed standard mid-range hotel rates in the area?

No – Skip question 3. Upload the nightly rates of three standard mid-range hotels in the vicinity of the travel destination.

Yes – Proceed to question 3

3. Based upon your responses to questions 1 and 2, your request does not show a cost savings. What extenuating circumstances support the request?

Upload the nightly rates for 3 mid-range hotels in the vicinity of the travel destination. Be sure to include the conference hotel rate if it is still available.

Drop files here or

Accepted file types: jpg, gif, png, pdf, Max. file size: 195 MB.

Upload Attestation by Lessee

Accepted file types: jpg, gif, png, pdf, Max. file size: 195 MB.

Link to Attestation Document: https://controller.ofa.ncsu.edu/wp-content/uploads/sites/97/2023/02/Attestation-by-Lessee.pdf