Using the PCard for Hotel Bookings

To help travelers navigate hotel bookings using the PCard, here are a few reminders:

• The PCard can be used only for the deposit required to secure a reservation, and the deposit cannot exceed one night’s lodging.
• Some hotels offer prepaid rates that are lower than the nightly rate. These full prepaid amounts cannot be charged to the PCard, but travelers may use a personal credit card and submit a travel reimbursement after the trip.
• Certain booking platforms, like Booking.com, may require full payment upfront. In these cases, the same reimbursement process applies.
• Exceptions for full prepayment are rare and require prior approval. In most cases, an alternative hotel is available, even if the cost is slightly higher.
  
  If a trip requires full prepayment, contact the University Travel team to request approval in advance. If approved, the approval documentation must be uploaded with the PCard transaction. Exceptions are intended only for unique circumstances when no other lodging options are available.

Following these guidelines helps everyone book accommodations smoothly and stay in compliance.