Hi Rebecca, we might be a little different at Notre Dame as we're a private institution, so our policy for AirBnB (or similar) is:
"Expense for rentals of non-conventional lodging (e.g., Airbnb), while not encouraged, are
reimbursable if properly documented. However, a damage deposit or other expenses related to
damage by the University employee are not reimbursable."

If bleisure is involved the traveler would have to give a comparison of what the lodgings would cost for the business only nights, and be responsible for the remainder of the expense.

In a prior role, when working with travelers staying at an AirBnB, the traveler had to provide a comparison of the AirBnB vs. a convenient, safe, and reasonably-priced hotel, to include cleaning fees and the like from the AirBnB to help ensure a like for like comparison.

Hi Rebecca,
At the University of Alberta, we have an Airbnb for Business agreement. It allows our office full transparency of business related trips (administrator dashboard) and ensures that only 'Business Ready' accommodations are included in their searches when looking for a property.
We do not have restrictions on Airbnb due to our outstanding agreement.

Our university does allow travelers to book and be reimbursed for suppliers like Airbnb, VRBO, Homeaway, Lyft, and Uber e.g. the sharing economy. We did work closely with our Office of General Counsel to craft language in the policy to mitigate our risk. A buyer beware statement if you will. In addition, like Liam referenced with Notre Dame - we do not reimburse for any damages incurred either homesharing or ridesharing.

When we were standing up our Lyft Rideshare agreement, it became crystal clear that the sharing economy views themselves as technology companies and not accommodations or ground transportation suppliers so to speak.

Also - our university credit cards decline on a lot of properties in the Airbnb and VRBO inventory as they normally fall under Real Estate merchant category code (MCC) and we have those blocked.

Our University does allow for AIRBNB and VRBO rentals... Once the TPL form and comparisons are submitted, our Travel department reviews the documentation for approval prior to the lodging being booked. The cost comparison should include all related booking and cleaning fees to capture the true cost.

We follow the same pattern. All requests for travel go through the approval, so it is approved by two different supervisors before submission.

Hi Rebecca,

At William & Mary, we do allow it under extreme circumstances, however it must be allocated to either a grant or local fund. We allow it for all international travel with the appropriate funding, however if they want to book domestically, there must be documentation provided that shows there are no other available conventional lodging options in the area. The department must also have the appropriate funding.
Here is our policy: https://www.wm.edu/offices/financialoperations/travel/announcements/third-party-lodging-policy.php

Rebecca, we prefer use of traditional hotels but do allow use of Air BnB and similar. However, it is not allowed to be billed to a company card. It will be a self-pay with expense reimbursement. We do not allow direct signatures for leases either, but prefer an invoice through purchasing after review of contracts/agreements/leases.

Our District does not allow for AirBNB or similar stays.

This conversation came up in a separate listserv and respondents shared the following:

ADA Compliance – There are only photos available of the property, and we have no confirmation that it is ADA compliant. Since this is someone’s private home, we would assume that ADA compliance has not been considered.

Privacy Breach – If staff and students are sharing a large home versus individual hotel rooms, some may be forced to share bedrooms, and possibly beds. This scenario could attract incidents of unwelcome contact. Also, there have been many reports lately about hidden cameras in AirBNB, and we would have no way of knowing if the owner placed a camera in the home. The District would be held accountable for any privacy breach or misconduct allegation.

Safety – The District would be renting the home as-is. We do not know the condition of the home, whether it is up to code or not, or if has been adequately maintained. If there were a problem with a stove, toaster, heater, etc., we would have very little recourse to put responsibility back on the property owner. Hotels typically have a responsibility to maintain their facilities, and documented maintenance procedures.

Property Damage – The District would be responsible for any damage that occurs. For example, if someone uses the toaster and it causes a fire that burns the house down, the District would have to pay for the damages as well as medical costs of any injuries.

One-Sided District Indemnification – AirBNB requires a contract to be signed that puts all of the risk back on the District. Our insurance administrator (Keenan) has reviewed it several times and the language states that the District would be responsible for anything that happens.

Security – Hotels typically have embedded security measures and risk can be transferred to the hotel.

Insurance Coverage – Hotels typically have much higher levels of insurance than a private home owner.

Higher Standard – The District has deep pockets and is well insured, which leaves it open to exposure to lawsuits. There is a perception that the District is held to a higher standard than a rental home owner. Private citizens are not held to the same level of scrutiny as the District.

Perception – Some people may ask why everyone has be under one roof and possibly share beds? Why can’t they have separate rooms? There is a heightened sensitivity towards sexual misconduct allegations at this time, which could create suspicions and ruin a staff member’s reputation.

Anyone can become a host on Airbnb with just a phone number and email account

There is no obligatory identification verification and background check

Airbnb/VRBO does not verify addresses

Airbnb/VRBO does not make random checks to ensure that properties listed on the platform are real, legal, safe, and match the description

Airbnb/VRBO locations can be in unsafe neighborhoods

Airbnb/VRBO can have broken amenities, dangerous bug infestations, undisclosed roommates, and intimidating hosts

Airbnb/VRBO has made the news due to hidden cameras in bedrooms and/or bathrooms

Some Airbnb/VRBO properties do not contain safety equipment including smoke detectors, carbon monoxide (CO) detectors, fire extinguishers, and first aid kits, putting staff at risk in the event of an emergency

Districts would be liable if a staff member gets injured during their stay at one of these places.

Purdue, in general, encourages our travelers to avoid third party vendors, if possible, because the negotiated rates we have with our partners provide not only cost-savings, but usually quite a bit of protection on cancellations, insurance, etc. With that being said, we do allow AirBnB and Vrbo bookings with the proper documentation and cost-savings. We've found that it makes more economical sense for groups who are traveling together to take advantage of splitting that cost rather than multiple individual hotel rooms even at our negotiated rates. We don't require prior approval for this, but do require the proper mentioned documentation when auditing expense reports post-travel. If the proper documentation is not provided, we will not reimburse - just like any other expense we require itemized receipts for.

With anything involving bleisure, we request a cost comparison to be able to properly split the funds between business and personal expenses. A single individual booking an airbnb is discouraged and is not reimbursable if family members who are non-employees are traveling with the faculty/staff member.

Our terminology:

"Yes, the use of Airbnb/Vrbo is allowable if there is a cost savings; this could be due to the length of stay or number of travelers sharing accommodations. As with all lodging, an Itemized receipt is required showing tax, room, and other charges. Booking an Airbnb/Vrbo is not allowed to accommodate a single employee traveling with family/companions."

Hello,

The University of Maryland allows travelers to stay at a AirBnB, VRBO or similar housing if it is the most cost efficient means, however, they must pay out of pocket and submit a comparison of the hotel vs housing and only the traveler who's name is on the contract/lease/agreement can submit for reimbursement. We do not allow this housing on a travel card as UMD will not be held liable for any damages done to the property.

Thanks,

We allow our traveler's to book Airbnb/VRBO's as long as the property is necessary and reasonable to meet the business needs of the traveler. A cost comparison needs to be provided if the rental is larger than what is required for business travel. One thing we are getting push back on from departments is that we don't provide guidance on what fees associated with Airbnb/VRBO's are reimbursable and what fees need to be covered by the traveler. Do you all reimburse all fees associated with these rentals? We are working on putting together a list of potential fees to be transparent with travelers on what is allowable and what needs to be covered by them. We are curious what fees other universities cover for the travelers and what fees they don't? Below is the list we compiled for potential Airbnb fees and if we cover them or not. What is your all's policy on reimbursing or allowing the fees below?

Cleaning Fee - Allowable
Service Fee - Allowable
Extra Guest Fee - Not allowable for personal guests, Allowable for other business travelers
Resort Fee - Not Allowable
Linens Fee - Not Allowable
Management Fee - Not Allowable
Community Fee - Not Allowable
Damage Fee - Not Allowable
Insurance - Not Allowable

Thank you!

We allow AirBnB, but only for Staff & Faculty and they must make the reservation themselves. We do not allow for student travel. Below is our policy:

Nontraditional Lodging or Shared Accommodations (Non-Hotel)
Student travel should not be booked into these types of accommodations. RISD personnel must not book a stay at a non-traditional or shared accommodation on behalf of another traveler because you cannot accept the risk on another traveler’s behalf. There are significant questions about traveler safety when considering shared-economy lodging properties (example: shared houses & hostels). Commercial hotel and lodging properties change room security codes on a traveler-by-traveler basis. Homes and apartments offered by services typically do not. Emergency evacuation and entry/egress standards are stringent for commercial lodging properties. Residences offered by shared economy providers are zoned to a different, non-commercial standard and may put travelers at risk in the event of medical emergencies or evacuations.