Hotel Travel Policy

The Laurentian University Hotel Travel Policy aims to provide clear guidelines for the booking and reimbursement of hotel accommodations for University business. This policy ensures that hotel expenses are necessary, reasonable, and comply with government regulations and University standards.

• All hotel accommodations must support the business objectives of the University.
• Hotel bookings must be conducted in the most cost-effective manner.
• All hotel travel expenses must be pre-approved and documented according to University procedures.
• Travelers are expected to use the University’s preferred suppliers for hotel bookings whenever possible to leverage negotiated rates and agreements.

Step 1: Pre-Approval

1. Travel Request Form:
   • Complete a Travel Request Form detailing the purpose of travel, destination, estimated hotel costs, and funding source.
   • Obtain the necessary approvals from the appropriate signing authority before making any hotel arrangements.

Step 2: Booking Hotel

1. Preferred Suppliers:
   • Use the University’s preferred hotel booking suppliers to benefit from negotiated rates.
   • Preferred hotel booking suppliers include designated travel agencies and booking platforms listed on the University’s Procurement and Contracts website.
2. Travel Advances:
   • If a travel advance is needed, submit a Travel Advance Request Form along with the approved Travel Request Form to the Procurement and Contracts Department.
   • Travel advances must be reconciled with actual expenses within 15 working days of returning from travel.

Step 3: During Travel

1. Expense Documentation:
   • Keep all original receipts and documentation for hotel expenses incurred, including room charges, taxes, and any additional fees.
   • Use the University Purchasing Card for hotel-related expenses whenever possible to simplify the reimbursement process.
2. Compliance:
   • Adhere to the University’s Hotel Travel Policy and guidelines throughout the trip.
   • Avoid unnecessary expenses and ensure that all expenditures are directly related to University business.

Step 4: Post-Travel

1. Expense Reporting:
   • Submit a Travel Expense Report within 15 working days of returning from the trip.
   • Include all original receipts, the approved Travel Request Form, and a detailed explanation of expenses.
   • Ensure the report is signed by the traveler and the appropriate approving authority.
2. Reimbursement:
   • The Procurement and Contracts Department will review the Travel Expense Report for compliance with University policies.
   • Approved expenses will be reimbursed through direct deposit to the traveler’s bank account.

Step 5: Monitoring and Compliance

1. Audit and Review:
   • The Procurement and Contracts Department will periodically audit travel expense reports to ensure compliance with University policies and government regulations.
   • Any discrepancies or non-compliant expenses will be addressed with the traveler and their department.
2. Policy Updates:
   • The Hotel Travel Policy is subject to periodic review and updates. Employees will be notified of any changes to the policy or procedures.

• Hotel Booking:
  • Use the University’s preferred hotel booking suppliers.
  • Book standard single-room accommodations in reasonably priced hotels.
  • Utilize University-negotiated rates whenever available.
     
• Room Charges:
  • Room charges and related taxes are reimbursable with original receipts.
  • Expenses for room upgrades, personal services, or amenities not related to University business are not reimbursable.
     
• Additional Fees:
  • Necessary business-related expenses such as internet access, parking, and business center fees are reimbursable with original receipts.
  • Non-reimbursable expenses include personal entertainment, minibar charges, and luxury services.
     
• Cancellations:
  • Cancel hotel reservations promptly to avoid unnecessary charges.
  • Document cancellation fees and provide a justification if such fees are incurred.
     
• Non-Reimbursable Expenses:
  • Personal entertainment, minibar charges, and other non-business-related expenses are not reimbursable.
  • Luxury services and room upgrades beyond the necessary business purpose are not reimbursable.