Direct Billing - Hotel and Transportation

The University will pay vendors for travel expenditures on behalf of employees and/or non-employees who are traveling on official business for the University under certain circumstances. Departments that arrange direct billing agreements with hotels or transportation providers enter into those agreements directly. No prior approval is required from Accounts Payable.

After travel is completed, the department submits a payment request payable to the vendor with an invoice from the vendor. A distribution form should be included to the amount of the overall expense that applies to each traveler.  If multiple employees are being direct billed, the department must enter a separate line per employee. Non-employee expenses can be lumped together but a list of the non-employee travelers should be included with the backup documentation.