Guest Lodging

The following guidelines are intended to assist individuals entering requisitions. Procurement Services has made every effort to ensure that the guidelines comply with TTU Operating Policies and Procedures (OPs). However, in the event of a conflict between these guidelines and the OPs, the OPs shall prevail.

1. The Guest Lodging program allows TTU departments to reserve and pay for hotel rooms at the TTU rate (when available) at select Lubbock/Amarillo area hotels for guests on official business, such as guest speakers or prospective employees. It may also be used for TTU who are not headquartered in Lubbock/Amarillo but attend meetings on campus. This rate is only available during non-peak times (Ex. Sporting Events, Graduation, Parents’ Weekend, etc.) The requesting department will pay any incidental expenses.

2. Once the confirmation number is obtained, enter a TechBuy requisition using the Guest Lodging form.

1. 1. For Supplier, select the hotel from the drop-down list.
   2. For Quantity, enter the number of nights of lodging. Example for two nights:
   3. For Authorized Charges, enter the rate per night of lodging plus 7% for city occupancy taxes.
   4. For Packaging, always enter “1”. 
   5. In Product Description, enter “Guest Lodging for (name of guest)” 
   6. Under Additional Information, list the name and arrival and departure date for each guest included in the requisition. Please be sure the departure date is listed correctly, as the hotels confirm this with the reservation.
      
   7. In the Incidental Expenses field, if the hotel has a restaurant, meals for guests may be added in addition to the lodging charges using local funds only. For information on adding the amount for meals, see #5 below. (Please see the Notes section for guidance on what meal expenses may be included in the requisition.)
      
   8. In Purpose/Benefit Statement, provide a statement detailing the purpose for the guest’s visit to TTU and the benefit. For example, if the visitor is a guest lecturer, include information about the event and who will attend. If a sponsored programs FOP will be used, include a statement about how the visit benefits the project.
      

3. To add meals for TTU guests: (Please see the Notes section for guidance on what meal expenses may be included on the requisition.)

1. 1. Click on the “Add a non-catalog item for this supplier” option.
      
   2. In the dialog box, enter a description, such as “meals for speaker” or “breakfast for speaker."
      
   3. Enter the quantity of days the guest is staying and the amount to be paid for the meals.
      
   4. The packaging should always be “1” and then click on Save and Close
      
      

 

4. Use the following account codes, depending on the type of guest or incidental expenses being authorized

5. The hotel will not charge the guest for any charges associated with the purchase order that are allowable and included on the purchase order. However, the hotel will require the guest to provide a credit card for any incidental expenses not covered by the PO, such as meals , movies, personal long-distance phone calls, etc.

6. The hotel will email invoices to Payment Strategies, where they will be scanned and attached to the PO. The receiving policy for the guest lodging POs will be the same as the standard TTU receiving policy. (See the How To Guide for Receiving in TechBuy)

Important Information:

1. Once a PO for guest lodging is complete, the room will be considered “guaranteed” by participating hotels and will be held for the guest. However, if the guest does not need the room, the department is responsible for canceling the reservation at least 24 hours in advance or the hotel will charge the department for room including city and state taxes.

2. If the requisition is not completed in time for a PO to be processed and sent to the hotel in advance of the guest’s arrival, the room will not be guaranteed and the reservation will not be held by the hotel.

3. Other hotels not listed above may be contacted if the guest lodging hotels are not available. Several are already set up in the system, but if the prospective hotel is not, check to see if they will accept a PO. If they will accept a TTU PO:

The following expenses and restrictions apply:

• TTU Guests (such as speakers or participants)—Local funds only
  • Lodging - TTU guests are not limited to the GSA/State lodging rates except on federal funds. However, departments should try to conserve TTU funds whenever possible by using contract rates. Travel exception forms are not required when the contract rate is unavailable except on federal funds.
  • Meals - Meals should be reasonable for one person, and tips are limited to 20%. No alcohol is allowed.
• TTU/TTUS Employees (employees headquartered outside of Lubbock and visiting campus for official business) Travel rules apply to all payments and reimbursements for travel expenses for TTU employees
  • Lodging - Employees are limited to the GSA/State lodging rates. A completed Travel Exception Form must be attached to the requisition if the contract rate is unavailable. (If using state-appropriated funds, the overage must be placed on local funds.)
  • Meals - Meals cannot be added to the requisition. They may be reimbursed through the online travel system.
• Prospective EmployeesTravel rules apply to all payments and reimbursements for travel expenses for prospective employees
  • Lodging - Employees are limited to the GSA/State lodging rates. A completed Travel Exception Form must be attached to the requisition if the contract rate is unavailable. (If using state-appropriated funds, the overage must be placed on local funds.)
  • Meals - Meals cannot be added to the requisition. They may be reimbursed through the online travel system.

Rev 6/5/2023