Meals & Lodging

Hotel Reservations

If you need lodging for a department-hosted conference or meeting, review the Hosting a Conference page for information and instructions. If lodging payments are payable to UC Regents or to a University of California campus, follow the Intercampus Recharge procedures.

Reserving Hotel Rooms

Lodging reservations can be made through Connexxus, which has the university agreement terms and conditions built in. When using Connexxus, you can pay with your Corporate Card or with a personal credit card.

The preference is that you use Connexxus to make your reservations but if you make arrangements outside Connexxus, let the hotel know that the reservation is for university business and provide them with the agreement number. You can hold the room using a Corporate Card or personal credit card, or you can let the hotel know your department will pre-pay for the room (see payment options below). In general, a purchase order should not be processed for lodging, but there may be some cases where a hotel requires it. In that case, process a DaFIS Departmental Purchase Order (DPO). On the DPO, cite the applicable agreement number or, if no agreement exists, use the Open Vendor Order Type (with a limit of $4,999). More on using a DPO »

Processing Lodging Payments

The payment procedure depends on how the reservation was secured.

Reservation Method	Payment Method
U.S. Bank Corporate Card	Submit a MyTravel expense report. Accounts Payable pays the Corporate Card vendor (U.S. Bank).
Pre-Trip Payment	The vendor has already been paid. Submit a MyTravel expense report to show the expense pertained to the trip.
Personal credit card	Submit a MyTravel expense report. Note: If the cardholder pre-pays for lodging and payment is due before the trip, use the Pre-Trip Payment system to request a cash advance to the cardholder. Accounts Payable pays the cardholder, who pays the card vendor. After the trip, submit a MyTravel expense report to account for the lodging and the advance.
Departmental Purchase Order	When you receive the invoice cancel the DPO using a Cancel/Close Departmental Purchase Order. Create a DaFIS Travel Expense Voucher (TEV) document and a Travel Expense Form; submit both to Accounts Payable (AP). AP will pay the vendor.
No Cost Agreement Requisition	When you receive the invoice, process the payment on a DaFIS Travel Expense Voucher (TEV) document and a Travel Expense Form; submit both to Accounts Payable (AP). AP will pay the vendor.