Group Travel

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.