Travelers should use standard accommodations at reasonably priced mid-market hotels or motels. The College does not approve accommodations at up market or luxury hotels (Ritz, Four Seasons, etc.) However, an exception is made for a conference or workshop.

Request the minimum rate available or corporate rate, whichever is lower.  When the reservation is made, the only available room may be in a higher category.  Therefore, at check-in, you should always double check to insure you are getting the lowest rate. Original itemized hotel receipts are required for reimbursement.

CANCELLATIONS

Hotel reservations are typically guaranteed for late arrivals, travelers are required to cancel these reservations in a timely manner to prevent no show charges.  If you need to cancel, be sure to note the hotel time, and get a cancellation number or the name of the person with whom you talked.  Except under extenuating circumstances, the College will not reimburse expenses due to a traveler’s failure to cancel guaranteed room reservations.

GRATUITIES FOR HOSTS

When staying with a friend rather than in a hotel, a “meal or gift in lieu of” hotel costs is reimbursable.  The gift or meal should be reasonable and not exceed the cost of acceptable accommodations.  You must provide receipts for the expenses incurred.  Cash payments to a host are not allowed.  The gift/meal must be purchased and presented to the host during the trip.  Explanation of such items should be submitted with the Employee Reimbursement Form.

MISCELLANEOUS HOTEL EXPENSES

Miscellaneous expenses must be itemized and documented. Examples include:

• Limited laundry and dry cleaning charges for trips of more than five days.
• Tips to bellhops, maids, etc. should be totaled and listed separately on the Employee Reimbursement Form (no receipt required).
• Business telephone calls

ROOM SERVICE

The College discourages use of room service or the hotel mini-bar for meals due to the high mark up on these services.