LODGING
Due to the volume of requisitions and the time-sensitive nature of lodging, it is important to
include all of the pertinent information on the requisition so a purchase order can be processed as
soon as possible. Once the purchase order is complete, it is faxed to the hotel to save time and
ensure confirmation of the reservation.
IT IS THE DEPARTMENT’S RESPONSIBILITY TO CONTACT THE HOTELS TO RESERVE,
CANCEL, AND CHANGE RESERVATIONS. Most hotels will charge for “no shows,” so
departments must contact the hotel as soon as possible for cancellations to avoid being charged.
If there is a change to the purchase order, email the changes requested to the email address
listed below. In addition, many out-of-state hotels, particularly in the large cities, do not accept
purchase orders; so always inquire before processing a requisition to save time and avoid
canceling purchase orders.
It is common to receive requisitions with no names or dates for the lodging. All
requisitions for lodging should include the following information:
• Name of person(s). If the lodging is for a group, then list the name of the group or
meeting/conference on the requisition. It is not necessary to list all of the names of the
entire group on the requisition; however, a list of names must be sent to the hotel by the
department before the lodging dates.
• Dates. Include the “check-in” and “check-out” dates. If the guest will be arriving late,
then include “late arrival” on the requisition.
• Confirmation # if applicable.
• Include the TA # if applicable.
• If a deposit is required, include the amount on the requisition.
Backup: Generally, backup is not needed for lodging; however, for groups or large parties, there
is usually an agreement, quote, or a confirmation letter. Fax the backup to 474-7720 as soon as
the requisition is entered with the requisition number on the backup.
Hotel Taxes: The University does NOT pay hotel taxes for hotels located WITHIN Alaska, so
ensure the rate quoted is the tax exempt rate. Hotel taxes are paid by the University for out-ofstate hotels.
What Is Covered: Unless noted otherwise, all purchase orders are for LODGING ONLY. All
incidental purchases such as movies, dry cleaning, room service, alcohol, etc., are the
responsibility of the travelers. If meals are listed on the purchase order, then they cannot be
claimed on the TA. For questions about travel and what is authorized, contact Dale Anderson at
474-2413.
If you have questions about lodging, contact Denise Moe at 474-7374 or email
denise.moe@alaska.edu.