Lodging

Hotel reservations

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.

Guarantees and payments

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.

Change of plans

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.

Reimbursement

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.

Shared accommodations and reimbursement policy

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:

• If shared with non-University individuals who receive no travel money from another source and there is no increase in cost, the University traveler will be reimbursed in full.
• If the non-University individual receives no travel money from another source and there IS an increase in cost, the University traveler will be reimbursed at not more than the single occupancy rate.
• If non-University individuals receive travel money from another source, the University traveler will be reimbursed a proportionate amount of the room cost. The reimbursement will be based on the total amount paid divided by the number of persons sharing the room. The receipt must show the total amount paid for multiple occupancy and that the University traveler was accompanied by one or more persons. If this information is not on the hotel bill, a list of people who shared the room should be added.