Staff Member

NOTE: It is a requirement for staff to discuss travel and hotel stays with their supervisor before travel arrangements and hotel stays are made

1.  Searches in QE2 for hotels by:

a. Clicks Main Menu/Providers
b. Enters name of City
c. Chooses QE2 Service Category/Service in the following:

• Maintenance-Increased Living Costs-Lodging & Per Diem 

d. Clicks “Find”
e. Clicks on name of hotel
f. If a hotel is not in QE2, contacts the Executive Office Assistant, cinda.wacker@nebraska.gov, to set up a new hotel in QE2 and E1.

2.   Calls hotel with:

a. Reserves room with staff member’s name and phone number
b. Reserves with dates of hotel stay
c. Asks for the state hotel rate which is set by the General Services Administration, https://www.gsa.gov/travel/plan-book/per-diem-rates: Douglas County, all other Nebraska locations.
d. Mentions the State of Nebraska is tax exempt which means the State of Nebraska pays no sales taxes on Nebraska hotel rooms
e. Asks for direct bill to Nebraska Department of Education
(NOTE: Direct bills should be set up with an address of PO Box 94987, Lincoln 68509 or 500 S 84th, 2nd Flr., PO Box 94987, Lincoln, NE 68509; however, the name of the direct bill may be under various names, i.e., Nebraska Voc Rehab, Nebraska VR, Vocational Rehabilitation, Department of Education, State Department of Education, Nebraska Department of Education, etc.)
f. If the hotel is not set up for direct bill, contacts the Executive Office Assistant, cinda.wacker@nebraska.gov, to set up direct bill.
g. Receives a reservation number from the reservationist
h. Asks when the reservation can be cancelled without a room charge

NOTE: Per Administrative Memorandum #205:

4. Reimbursable Expenses/Lodging — "Lodging will not be paid, or reimbursed, unless a person is more than 60 miles from his or her workplace. Lodging for distances less than 60 miles may be approved by a Team Leader for extraordinary reasons. In those instances, the reason must be clearly stated on the backup documentation submitted with the ERD. Detailed receipts are required."

Direct Billing of Lodging/Parking — "...No shows will be forwarded to the appropriate Deputy Commissioner. If you do not show you may be responsible for reimbursing the Department."

NOTE: When making reservations, the hotel may ask for a personal credit card for incidentials. Remind the hotel the room is direct billed. If, at check-in, the hotel asks for a personal credit card for incidentals, provide the personal credit card.

3.   Enters the following in Outlook calendar:

a. Name/city of hotel
b. Reservation number