7.6.4.1 Lodging – Hotel Advance

7.6.4.1

Lodging – Hotel Advance

Last Update Approved: August 23, 2013

Edited/Revised: July 8, 2015

Revised Effective: August 7, 2015

General Guidelines

Lodging expenses should generally be paid by the employee and reimbursement sought at the completion of the trip. For employees with extenuating circumstances, a hotel advance made payable to the hotel may be requested.

To request a Hotel Advance, the employee should submit the following to Accounting Services.

  1. Enter a requisition in ePro.
  2. Copy of the confirmation from the hotel with the ePro requisition number noted.

After the travel is completed, the traveler will need to create an Expense Report in PeopleSoft Travel and attach an itemized hotel receipt. The hotel expense must be listed on the expense report and the payment type should be “prepaid hotel”.

Coaches/Group Sponsors will need to submit a Group/Team Travel Expense Report and attach an itemized hotel receipt for each room. The hotel expense must be listed on the expense report and the payment type should be “prepaid hotel”.