New Haven Hotels - Reserving & Payment

Make reservation directly with hotel property (see New Haven Area Hotels for list).

• Direct bill department using Yale Purchase Requisition
• Complete a Purchase Requisition with PO number (UKP--), PTAEO charging and authorization signature, then fax it to hotel (do not send to the Purchasing Department).
• After service, the hotel will send requisitioner an itemized final invoice.
• Review the invoice and attach the authorized Purchase Requisition or process as "OK TO PAY"; then forward to Accounts Payable (do not send to the Purchasing Department).
• Final invoices need to be itemized according to Yale policy with the correct charging instructions and expense type.

Purchase Requisition Process

Department makes reservations directly with New Haven area hotel.

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Department faxes Purchase Requisition to hotel (do NOT send to Purchasing).

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Yale guest stays at hotel.  Hotel sends Yale department invoice for payment.

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Yale department authorizes charges and sends to Accounts Payable.

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Hotel receives check.

Direct Bill Local Hotels with a Purchasing Card

• Make reservation directly with hotel property (see New Haven Area Hotels for list).
• Choose from 3 direct billing options:
  • Overnight and parking
  • Overnight, parking and meals
  • All charges
  • Let hotel know which one and give your Purchasing Card number for payment.

Purchasing Card Process

Make reservation with New Haven area hotel

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Choose from: a)  Overnight lodging & parking, b)  Overnight lodging, parking & meals, or c)  all policy abiding expenses.

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

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Department  receives P-Card email with amount charged.

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