GENERAL INFORMATION

New Haven Hotels - Reserving & Payment

I. New Haven Hotels - Reserving & Payment For Individual Bookings

• First, ensure that your Purchasing Card is loaded in your Orbitz for Business
  profile
• Make reservation online at www.orbitzforbusiness.net (see New Haven Area
  Hotels for list).
• Choose from 4 direct billing options:
  • Room only
  • Room and parking
  • Room and breakfast
  • All charges

If you do not have a Yale P-card, an alternative method is to use a personal credit
card at Orbitz for Business and submit an Expense Report for an out-of- pocket
expense via EMS (i-Expense). Note: The individual may only be reimbursed after
the trip or event has taken place.

Purchasing Card Process

Make reservation at www.orbitzfor- business.net

»

Choose from: a) Room only, b) Room and parking, c) Room and breakfast, 4) All charges.

»

Yale guest stays at hotel and is responsible for any misc charges.

»

Department receives P-Card email with amount charged.

»

Hotel sends department receipt to be attached to P-Card transaction log.

Use Electronic Purchase Requisition (Preferred Method)

• Agree on pricing and finalize agreement with hotel *. The hotel will fax or
  email you the contract. If the agreement is over the University’s competitive
  bidding threshold of $10,000, contact Purchasing Services for assistance.
• Log-in to SciQuest and prepare an electronic Purchase Requisition. The
  Purchase Requisition should include a separate line for each type of charge
  (i.e. food, A/V equipment, etc.), with the appropriate expenditure type.
  * Attach contract and other supporting documentation from the hotel.
• After service, the hotel will send an itemized final invoice to A/P. A/P will
  match the invoice to the electronic Purchase Order and route it for Depart-
  ment approval via the A/P Work-list
• Review the invoice to ensure accuracy and approve if correct.
• If not correct, contact the hotel to request a credit memo. The hotel will send
  the credit memo to A/P and it will be routed to the department via the A/P
  Worklist. Once both transactions appear on your Work-list, approve both for
  payment.
• Final invoices need to be itemized according to Yale policy with the correct
  charging instructions and expense type.

Purchase Requisition Process
Department makes group/meeting booking directly with New Haven area hotel.	»	Department enters an electronic Purchase Requisition into SciQuest.	»	Upon conclusion of meeting, hotel sends Yale A/P invoice for payment.	»	Yale department authorizes charges.	»	Hotel receives payment.

* Yale University contracts may only be signed by the following authorized offices:
The Chief Procurement Officer, Officers of the Corporation, or their designees.
(Departments should forward all contracts for the purchases of goods and services
to Purchasing Services. Departments are not authorized to sign contracts.)