Hotel reservations can be made using the AAA's RESX system. AAA will work with Marriott to first see if the traveler can receive the government rate. If a Marriott hotel or Marriott rooms are not available, they will work to get the best economical alternative.
Conferences and Pre-arranged Hotel Spaces
If traveling to a conference that has prearranged hotel space, the traveler makes their own reservation directly with the hotel and not through AAA RESX system.
Hotel guarantees and payment for hotel accommodations during trip, whether booked via AAA or by the traveler, will be made with the traveler's personal credit card and then submitted for reimbursement.
If travel plans change, it is the traveler's responsibility to contact the hotel or AAA Travel before 4 p.m. the day of arrival to cancel the reservation. Please obtain and keep the cancellation number to assure that a "no-show" charge will be avoided.
The University will reimburse authorized lodging expenses at actual cost. Original hotel bills are required for reimbursement. A statement may not be used in place of receipts. The exception is tipping which will be reimbursed at a reasonable and customary rate.
When an authorized traveler shares a hotel room with non-University individuals, such as family members or colleagues from another institution, the following will apply: