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Hotel Lodging Policy


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Overview

Safety and well-being of our faculty and staff are among our highest values. For this reason, we work to reduce risk and support faculty who are assigned to teach long hours on back-to-back days and navigate the Southern California commute requirements.

Full-time faculty who meet the requirements below are eligible for hotel accommodations.  See university policy on travel and expenses. Note: this policy covers lodging only.  Meals and other expenses are not included.

NOTE: This is currently designed to cover the vast majority of faculty teaching situations. Programs with Academic Directors are not currently covered by this policy (e.g., EDBA, MSOD) as they manage their own budgets and have unique needs.

Qualifications:

  • To qualify for overnight accommodations, you must meet both of the first two qualifications:
    • You must be assigned a class at least 25 miles away from your assigned campus office location (see campus mileage chart here),
    • You must be teaching an evening class that ends after 8pm, and a morning class the following day, 
  • OR you may qualify by 
    • Teaching 10 or more hours of synchronous in-person total instruction on two consecutive days (e.g., EMBA/PKE & OB Workshops) regardless of assigned office location.

Exceptions/Notes:

  • OB Workshops and EMBA/PKE Kickoffs - As these events include extensive time commitments over several days whereby all teaching team members are expected to attend until the program ends at night, and be present at breakfast in the morning, all teaching team members qualify for lodging.   
  • Pre-course overnights: Occasionally a faculty member may choose to arrive the night before a class. These are not reimbursed by Pepperdine regardless of the faculty member’s office location.
  • Scheduling Priorities: Class scheduling priorities are not primarily based on faculty preference. Faculty requests to “bundle” courses back-to-back to concentrate direct instruction hours are not guaranteed.
  • Request for Exceptions:
    • Our highest priority is the safety and well-being of the Pepperdine community. If for any reason, you require an exception to this policy, please direct your request to pgbsaa@pepperdine.edu with a full description of why the exception is required.  Any exception must be approved in advance of the hotel lodging occurring by the AD of Finance and Administration, and AD of Academic Affairs.

Examples of Exceptions:

  • Faculty Member A has an office in WLA, and is teaching in Full-time Programs in Malibu. She has class on Monday afternoon, and one on Tuesday morning.
    • DOES NOT QUALIFY because Malibu and West LA are < 25 miles apart, and it’s less than 10 hours of teaching across the two days.
    • NOTE: Regardless of the faculty member’s home address, this example does not qualify for overnight lodging.
    • NOTE: If the home office was in IGC, and the Monday class were an evening class (ending after 8pm) this would QUALIFY.
  • Faculty Member B has an office in Malibu, and is teaching an EMBA/PKE course in Irvine with a class on Friday evening and all day Saturday.
    • QUALIFIES because Malibu and Irvine are > 25 miles apart and classes extend across two days including late evening, and early morning.
    • NOTE: Regardless of the faculty member’s home address, this example qualifies for overnight lodging.
    • NOTE: If the courses were in WLA, and the total teaching time was < 10 hours of direct instruction, this would NOT QUALIFY because the Malibu office < 25 miles from WLA.
  • Faculty Member C has a “home” office rather than being assigned a Pepperdine Campus Office. They teach a course in Malibu to MSBA students on Tuesday morning (8-12), and an FTMBA course in Malibu on Wednesday morning (8-12).
    • DOES NOT QUALIFY because the two courses do not extend into the evening and morning, nor are there > 10 hours of direct synchronous instruction in the two-day period. 
    • NOTE: Regardless of the faculty member’s home address, this example does not qualify for overnight lodging.
    • NOTE: If there were three class sessions (e.g., synchronous direct instruction > 10 hours) over these two days, it would qualify because there are > 10 hours of direct synchronous instruction in the two-day period.
    • NOTE: If the Tuesday class was a late evening class (6pm-9:30pm) and Faculty Member C’s home office was > 25 miles from Malibu it WOULD QUALIFY.
  • Faculty member D has an Irvine office and is teaching a EMBA weekend class with classes in Malibu on Friday and all-day Saturday.
    • QUALIFIES because there are > 10 hours of direct synchronous instruction in the two day period. 
    • NOTE: Regardless of the faculty member’s home address, this example qualifies for overnight lodging.
    • NOTE: If the EMBA class were on a single day, or required < 10 hours of direct instruction, it would not qualify.
  • Example: Faculty Member E lives in Kansas City, but has a WLA Office. They are assigned to courses at 8 am and 1 pm on Thursday in Malibu as part of the FT MSGB program.  The Faculty Member flies in on Wednesday and stays at the Villa on Wednesday night.
    • DOES NOT QUALIFY as Malibu < 25 miles from WLA, and there is not > 10 hours of direct instruction spanning two days.
    • NOTE: Regardless of the campus location or office location, this would NOT be a qualifying event.

Booking Overnight Stays on Your Own

  • Review the list of hotel options for comparable rates.
  • Contact the hotel directly to make your reservation.
  • After your hotel stay, submit your hotel receipt for reimbursement (please ensure that your receipt reflects a zero balance) along with the Mileage Log Form in Wavenet for processing.
  • If you choose to stay at the Villa in Malibu, please follow these instructions in making a reservation and submitting an internal requisition for payment.  

NOTE: Itemized receipts are required for all expenses.

List of Hotels