Travelers on a College trip are expected to use good judgment in securing hotel/motel accommodations which are most economical from both a rate and location standpoint. Overnight accommodations at a hotel should normally be at the minimum single rate. Many hotels (e.g. Sheraton) offer discounts to College personnel, and travelers should ask for corporate or educational discounts at all hotels and motels.
Expenses for spouses and/or dependants are considered a personal expense and are to be paid for by the traveler. Hotel statements and other itemizations should include information on the rates or charges for single accommodations.
Advance payment for guarantees of hotel room reservations should be requested by completing the Check Request form. (American Express cardholders should use the corporate card to guarantee a room reservation.)