--- title: "Q&A: Sharing a Room When Traveling for Business" description: Our expense policy requires employees to share a hotel room, but some of the staffers are insisting on their own room. 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- - - [whatsapp://send?text=https://blog.axcethr.com/qa-sharing-a-room-when-traveling-for-business](whatsapp://send?text=https://blog.axcethr.com/qa-sharing-a-room-when-traveling-for-business) - [mailto:?subject=Q&A:%20Sharing%20a%20Room%20When%20Traveling%20for%20Business&body=https://blog.axcethr.com/qa-sharing-a-room-when-traveling-for-business](mailto:?subject=Q&A:%20Sharing%20a%20Room%20When%20Traveling%20for%20Business&body=https://blog.axcethr.com/qa-sharing-a-room-when-traveling-for-business) ![Q&A: Sharing a Room When Traveling for Business](https://blog.axcethr.com/hs-fs/hubfs/Stock%20images/business%20woman%20%20at%20the%20reception%20of%20a%20hotel%20checking%20in.jpeg?width=1000&name=business%20woman%20%20at%20the%20reception%20of%20a%20hotel%20checking%20in.jpeg) **Question:** Some of our staff members are traveling for a conference. Our expense policy requires employees to share a hotel room, but some of the staffers are insisting on their own room. Is our policy valid? **Answer:** There are no laws that specifically prohibit a company from having such a policy. The assumption is that most employers who implement such a policy do so for budgetary reasons. However, your policy should outline the specifics of business travel in your company. Further, it should be included in your handbook and should be clearly communicated to employees before travel. In addition, the policy should apply uniformly to all employee travel, and not just to certain departments. [![is your business at risk without an employee handbook](https://blog.axcethr.com/hubfs/is%20your%20business%20at%20risk%20without%20an%20employee%20handbook.jpg)](https://info.axcethr.com/employee_handbooks) Your policy and practices should, however, account for those employees with special needs that may require them to have their own room. It may be necessary to accommodate such requests if they are related to issues such as medical privacy and/or religious reasons. There is no one right way to address this issue, so it will depend on your organization’s culture and travel policies. While budget is likely the main factor for your shared-room policy, it should not be the only consideration. Such a practice could potentially impact morale. As an alternative, many employers will use more affordable hotels and limit other travel expenses to enable employees to lodge separately. Some travel policies set a dollar amount limit for hotel stays and allow employees choosing to stay in more expensive rooms to pay the difference above the company reimbursement rate. If this is a current situation, talk to those employees about their concerns and advise that you will consider alternate arrangements for a reasonable request based on the facts and circumstances. If your policy has not been accurately communicated, consider requesting that employees share rooms, but allow those who do not wish to share to book their own rooms. In addition, take the opportunity now to review your travel policies and to ensure that they accurately communicate the following: - How to manage overnight travel, such as where and how employees will be expected to stay (single or shared rooms, one specific hotel, etc.). - What expenses will be reimbursed (such as transportation to/from meeting or event space, meals, drinks, etc.). - Policies for reimbursement of airfare, car, or gas expenses. - Limits on expenses, additional travel days, and other circumstances. [![Subscribe now](https://no-cache.hubspot.com/cta/default/2652187/3ce89456-4e5b-4313-96c5-66d3f47eacba.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/3ce89456-4e5b-4313-96c5-66d3f47eacba) [![Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/hs-fs/hubfs/Jeanette-04.jpg?width=80&height=80&name=Jeanette-04.jpg)](https://blog.axcethr.com/author/jeanette-coleman) Written by #### [Jeanette Coleman, SPHR & SHRM-SCP](https://blog.axcethr.com/author/jeanette-coleman) Jeanette Coleman, SPHR, SHRM-SCP, is the Director of Human Resources at Axcet HR Solutions, where she has contributed her expertise for over 21 years. As a leader in the HR industry, she holds advanced certifications as a Senior Professional in Human Resources (SPHR) and SHRM-Senior Certified Professional (SHRM-SCP). Jeanette oversees HR strategy and operations, ensuring Axcet delivers exceptional HR services that help small and mid-sized businesses stay compliant and grow. With a Master’s degree in Human Resource Management from Keller Graduate School and a Bachelor of Science in Business Administration from Kansas State University, Jeanette is well-equipped to lead and support clients in navigating complex HR challenges. Throughout her 15-year tenure as Director of Human Resources, she has been instrumental in positioning Axcet as the Midwest’s largest and premier Professional Employer Organization (PEO). Her previous roles at Axcet include Director of Employee Benefits and Senior HR Consultant, where she gained extensive experience in HR outsourcing, and employee risk management. Jeanette’s expertise has been recognized through industry and regional publications. She co-authored the article “High-Touch in the Age of High-Tech: How PEOs Can Embrace AI Without Losing Their Humanity” (https://peoinsider.org/articles/high-touch-in-the-age-of-high-tech-how-peos-can-embrace-ai-without-losing-their-humanity/) for PEO Insider (March 2026), alongside Jo McClure, and was featured in Ingram’s Magazine in a Q&A (https://ingrams.com/article/qa-with-jeanette-coleman/) discussing generational change, technology, and workplace culture. These contributions reflect her perspective on balancing innovation with the human side of HR. Jeanette’s leadership reflects her deep commitment to helping businesses thrive through strategic, compliance-driven HR solutions. Through her writing, she shares insights on HR strategy, compliance, and best practices to help employers confidently manage their workforce. Published in: PEO Insider and Ingram's Read more [View all posts →](https://blog.axcethr.com/author/jeanette-coleman) ### Get HR Updates ### Table of Contents ### Related Resources - [services Human Resources](https://www.axcethr.com/services/human-resources/) - [services HR Compliance](https://www.axcethr.com/services/human-resources/hr-compliance-specialist/) #### [Marijuana in the Workplace - Regulatory Fog ![Marijuana in the Workplace - Regulatory Fog](https://blog.axcethr.com/hubfs/marijuana.jpg)](https://blog.axcethr.com/marijuana-in-the-workplace-regulatory-fog) #### [![Will Your Job Descriptions Shield You in a Potential Wage and Hour Audit?](https://blog.axcethr.com/hubfs/Stock%20images/Twelve%20O'clock%20on%20the%20wall.jpeg) Will Your Job Descriptions Shield You in a Potential Wage and Hour Audit?](https://blog.axcethr.com/will-your-job-descriptions-shield-you-in-a-potential-wage-and-hour-audit) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ![](https://dc.ads.linkedin.com/collect/?pid=43031&fmt=gif) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateModified" : "2025-05-01T22:14:33.983Z", "datePublished" : "2018-02-28T13:00:00.000Z", "headline" : "Q&A: Sharing a Room When Traveling for Business", "image" : [ "https://blog.axcethr.com/hubfs/Stock%20images/business%20woman%20%20at%20the%20reception%20of%20a%20hotel%20checking%20in.jpeg" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/qa-sharing-a-room-when-traveling-for-business", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. 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Our expense policy requires employees to share a hotel room, but some of the staffers are insisting on their own room. Is our policy valid? Answer: There are no laws that specifically prohibit a company from having such a policy. The assumption is that most employers who implement such a policy do so for budgetary reasons. However, your policy should outline the specifics of business travel in your company. Further, it should be included in your handbook and should be clearly communicated to employees before travel. In addition, the policy should apply uniformly to all employee travel, and not just to certain departments. Your policy and practices should, however, account for those employees with special needs that may require them to have their own room. It may be necessary to accommodate such requests if they are related to issues such as medical privacy and/or religious reasons. There is no one right way to address this issue, so it will depend on your organization’s culture and travel policies. While budget is likely the main factor for your shared-room policy, it should not be the only consideration. Such a practice could potentially impact morale. As an alternative, many employers will use more affordable hotels and limit other travel expenses to enable employees to lodge separately. Some travel policies set a dollar amount limit for hotel stays and allow employees choosing to stay in more expensive rooms to pay the difference above the company reimbursement rate. If this is a current situation, talk to those employees about their concerns and advise that you will consider alternate arrangements for a reasonable request based on the facts and circumstances. If your policy has not been accurately communicated, consider requesting that employees share rooms, but allow those who do not wish to share to book their own rooms. In addition, take the opportunity now to review your travel policies and to ensure that they accurately communicate the following: How to manage overnight travel, such as where and how employees will be expected to stay (single or shared rooms, one specific hotel, etc.). What expenses will be reimbursed (such as transportation to/from meeting or event space, meals, drinks, etc.). Policies for reimbursement of airfare, car, or gas expenses. Limits on expenses, additional travel days, and other circumstances.", "author" : { "@id" : "https://blog.axcethr.com/author/jeanette-coleman#author", "@type" : "Person", "name" : "Jeanette Coleman, SPHR & SHRM-SCP", "url" : "https://blog.axcethr.com/author/jeanette-coleman" }, "dateCreated" : "2018-02-28", "dateModified" : "2025-05-01", "datePublished" : "2018-02-28", "description" : "Question: Some of our staff members are traveling for a conference. 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