Hotel reservations should be made through Milne Travel. Hotel reservations must NOT be made directly through the hotel. In the case of special rates offered by conventions or customer negotiated rates, note the rate on the travel request form and Milne Travel will secure that or a lower rate.
Travelers are required to use:
If a University-negotiated or special Milne Travel hotel rate is not available, travelers must use the least expensive property in a similar hotel category.
Travelers are entitled to stay in a single room with a private bath. Travelers may accept room upgrades to suites or executive floor rooms if the upgrade is at no additional cost to the University.
Travelers are expected to use negotiated or preferred rates whenever possible.
Travelers will be reimbursed for actual and reasonable hotel room costs, as
reserved by the travel coordinator and/or approved by the department head.
Tips for hotel staff are reimbursable when confined to reasonable limits, as
determined by the services required and received. Refer to the Expense Reporting
section for guidelines on tipping.
Unless otherwise instructed, all rooms will be guaranteed for late arrival with the your corporate credit card or your personal credit card.
If hotel accommodations need to be canceled, travelers must contact Milne Travel directly. Travelers will be held responsible and will not be reimbursed for "no-show" charges unless there is sufficient proof that the billing is in error. Travelers should request and record the cancellation number in case of billing disputes. Travelers should note that cancellation deadlines are based on the local time of the property.
Hotel costs should be paid using a corporate credit card or personal credit card.
Many hotels have frequent guest programs that reward travelers with free accommodations in exchange for a given number of paid room nights at the hotel. Awards from such programs may be retained by travelers. However, participation in these programs must not influence hotel selection, which would result in incremental cost beyond the University's specially negotiated rate or Milne Travel preferred rate Any membership fees associated with joining these programs are not reimbursable.