Hotel

Faculty and Staff have access to Canadian Association of University Business Officers (CAUBO) rates across Canada.

Please ensure you have obtained the required risk-management approval from Enterprise Risk Management & Insurance and department.
If the total value is greater than $3,000 (INCLUDING TAX): contact Office of Procurement and Contracts ( purchasing@laurentian.ca ) before making any commitment to the Supplier

Create a website account using your LU email address.
Once your account is confirmed, login and search the CAUBO Hotel Program Preferred Rates database.
Follow the reservation instructions to obtain the CAUBO discounted rate.

Complete Travel: Ensure all travel arrangements and expenses comply with University policies.
Collect Receipts: Gather original itemized receipts for all expenses except per diems and gratuitous accommodations.
Fill Out Expense Form: Accurately complete the Travel Expense Claim Form (available via finance@laurentian.ca), detailing the purpose, dates, and destinations of the trip.
Attach Documentation: Include all required receipts, conference brochures, meeting agendas, and any other relevant documents.
Obtain Approvals: Secure signatures from the traveler and the authorized approving officer. Ensure authorization is one level above the claimant.
Submit Expense Form: Submit the completed Expense Form to Accounts Payable (accountspayable@laurentian.ca) within 15 working days of trip completion.
Review and Processing: Accounts Payable (accountspayable@laurentian.ca) will review the claim for compliance with University policies and process the reimbursement.
Receive Reimbursement: The reimbursement will be issued to the traveler through the University's standard payment methods.