Hotel Orders Discontinued as of March 15, 2009

Posted on 3/10/2009 12:18:12 PM

Please do not use Hotel Orders to pay for lodging services after March 14, 2009.

Commonwealth of Pennsylvania employees have been instructed to discontinue using Hotel Orders to pay for hotel stays occurring on or after March 15, 2009. Additionally, the Commonwealth has announced to lodging providers that they should not accept Hotel Orders as payment for services after that date. As the university uses Commonwealth of Pennsylvania Hotel Order forms, it is expected that after that date most hotels will be unwilling to accept Hotel Orders from PASSHE employees as well. Therefore, we must also discontinue using this process to pay for lodging. If you have been issued a Hotel Order for use before March 15, please proceed with using the Hotel Order as planned.

To pay for future lodging services please use one of the following options:

  1. Request a University Travel Card and charge your stay as you would with any other credit card. Charges will be paid directly by the university, and you will be required to submit appropriate documentation as prescribed in the Travel Card Procedures.
  2. Pay for the stay with a personal credit card, cash, or personal check and request reimbursement on a University Travel Voucher. Be sure to include a copy of the paid hotel bill with your Travel Voucher as audit documentation.
  3. Obtain a quote for the stay from the hotel and request a check be issued in advance. Payment can be made directly to the hotel or you may pick up the check in Accounts Payable to take with you. Due to M&T Bank and SAP processing requirements the Accounts Payable Department must have five working days notice to produce a check under this option.

Should you have any questions concerning this change in procedure, please contact the Travel Office at 724-357-7999.