Conference lodging allowance: what changed in the December 2025 FTR

The Federal Travel Regulation final rule published on December 8, 2025 and effective that day states: “Part 301–74, Conference Planning, has been removed as it is guidance, and not regulatory text required to be prescribed by statute.” GSA added that agencies are better placed to give updated advice on conference planning to their employees.

Many older pages still describe a conference lodging allowance of up to 25% above the locality’s lodging rate. That provision was part of the removed Part 301-74. Do not apply a 25% uplift to a GSA ceiling unless your own agency’s current policy provides for it.

FTR §301-11.17 remains the route when the per diem rate is insufficient: employees may request reimbursement of actual expenses up to 300% of the per diem rate (a lower amount may be authorized), and the agency may authorize the rate of an alternative location where lodging is obtained if that is advantageous to the government. Approval is typically given in advance and at the agency’s discretion.

Booking rules still matter. The rewritten Part 301-50 recognizes, as an exception to booking through the agency’s online tool, a conference where the sponsor has negotiated a block of rooms that attendees must book directly with the hotel.

• Look up the conference venue’s locality and the ceiling for the event dates; seasonal rates often peak during large events.
• Compare the room-block rate with the ceiling before tax.
• If it is higher, ask the travel office about actual expense or alternative-location authorization before booking.
• Deduct meals included in the registration fee from M&IE; complimentary hotel breakfasts are not deducted.