Prepaid Expenses

All prepayments require a Form 17 with all approvals before making the payment.  Prepayment documentation must attached to the Form 25, Request for Reimbursement.  Documentation requirements can be found on the Receipt webpage.

Prepaid expenses should never include any personal expenses.  See Personal/Business travel for information on combining business and personal travel.

Prepaid fees for travel are generally limited to airfare and registration costs for University business only.

Hotels and Required Deposits

Egencia Corporate Travel (ECT) and Hotels.com are the only online booking systems in which hotel arrangements may be prepaid or paid via deferred payment.

If a hotel requires a deposit when making reservations, the Certified Travel Arranger's (CTA's) card may be used to pay the deposit.  For example, a hotel may require a deposit for one night.  The CTA's card may be used to prepay the one night deposit if there is no personal stay involved in the reservation.  When paying hotel costs in advance of the stay, a special notation about the prepay requirement must be made on the Form 25, Request for Reimbursement.  Online booking tools such as Expedia.com, Orbitz.com may require full prepayment of hotel stays.  Full prepayment using these tools is not allowable on p-card.

The traveler is always responsible for providing a personal card upon hotel check-in.  In the case the hotel deposit or prepayment was made, the traveler is still responsible for providing a personal card at check-in for balance of room expense and/or incidentals - e.g. room service.  These charges will be billed separately on the traveler's card at check-out.

Should the traveler need to cancel or change the trip, the traveler is responsible for notifying the CTA or business office travel clerk, preferably in writing.  See guidelines for trip cancellations or changes.

Booking Hotels in Egencia Corporate Travel (ECT)

Egencia Corporate Travel (ECT) offers two ways to book hotel rooms:

Deferred Payment

ECT Special and Preferred Rate rooms which are on a "Book Now, Pay Later" basis (deferred payment) combine the cost savings of standard ECT special rate hotels and provide more flexible cancellation policies.  Rather than billing at time of reservation, room expense is charged to the card on the day of check-in.  The University travel card may be used to reserve and defer payment in ECT - for business travel only.

Published Rates

ECT Published Rack/Rate rooms will be listed without the heading of Preferred or Special Rates.  These rooms are 'reserved only' and the traveler's personal card will be charged at time of check-in.

Regardless of the payment method, the traveler is responsible for providing a personal card at check-in.  Incidentals - e.g. room service - will be billed separately on the travelers card at check-out.