Category
Travel & Expenses

The following process applies to all travelers, if the lodging rate exceeds the $500.00 per night:

Step 1: Is the lodging rate above $500 per night (excluding taxes and fees)?

  • If No, no approval is needed. Proceed with booking.
  • If Yes, go to Step 2.

Step 2: Does the lodging rate vary each night?

  • If Yes, calculate the average rate for the entire stay.
    • If the average is less than $500, no approval is needed. Proceed with booking.
    • If the average is above $500, go to Step 3.

Step 3: Is the hotel the event’s hosting location or a recommended hotel for the event?

  • If Yes, document this in the Expense Report notes, include supporting proof that the event took place there, and proceed with booking.
  • If No, go to Step 4.

Step 4: Approval Request Process: 

Contact Travel & Expenses via ServiceNow to justify the booking need.

  • Document consideration of more cost-effective lodging options and provide an explanation if none apply.
  • Request an approval from the Director of Accounts Payable and Travel or the Executive Director of Procurement and Business Services.