Departments typically know about an upcoming travel event months in advance. Travel arrangements should begin as soon as possible to ensure all aspects of the trip are processed in a timely manner.

Hotel Accommodations

Direct Bill Credit Accounts -

• Credit accounts should be established with the hotel credit department and typically take 30 days to open.
• Individual departments are responsible for making all arrangements with the hotel.
• Individual departments are responsible for entering a Requisition or Voucher to pay the invoice promptly after the event has occurred.
• A copy of the contract, if applicable, and a listing of all travelers must accompany the Requisition or Voucher before processing.
• Accounts Payable requires all documentation before processing for payment.

Pre-Payment by check - Only if requested by hotel.

• Individual departments are responsible for making all arrangements with the hotel and requesting an invoice.
• A Requisition or Voucher must be entered for the total invoice amount as requested by the hotel.
• A copy of the contract, if applicable, and a listing of all travelers must accompany the Requisition or Voucher before processing.
• Accounts Payable requires all documentation before processing for payment.

Travel Advance

Advances may be obtained for group travel by means of a Requisition. The Requisition must include complete justification (who, what, when and where). A list of travelers must be faxed to the Purchasing Office (X3465) and Accounts Payable (X8920). Special handling must be documented in the comment section of the Requisition.