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Travel Policies: Lodging

Making lodging arrangements for travel

Making reservations

To maximize savings opportunities and provide accurate reporting, lodging reservations must be made through Carlson Wagonlit. Carlson Wagonlit can also assist you with last minute hotel reservations if you are traveling and you need a reservation unexpectedly. In those circumstances, however, it is acceptable to make the arrangements directly with a hotel. When doing so, ask if a promotional rate is available. All reservations are guaranteed for potentially late arrivals.

Conferences

When special rates for air travel and lodging are provided for a conference, call Carlson Wagonlit to confirm that the conference pricing is the best option available. Should it not be, Carlson Wagonlit will make the arrangements. Should the conference pricing be the best option, Carlson Wagonlit advises you to make the arrangements as noted on the registration form, alternatively, they can make the reservation for you.

Hotel rooms

Types

A single room with a private bath in a suitable, moderately priced hotel is the college standard – balancing quality, price and security. Examples of moderately priced hotels the college recommends are: Marriott Courtyard, Fairfield Inn, Holiday Inn, and Hampton Inn.

Laundry and Dry Cleaning

The cost of laundry, dry cleaning, and pressing services utilized away from home is reimbursable when the business trip exceeds five days.

Phone Calls

Necessary long distance phone calls and messages incurred while traveling is reimbursable. Allowable calls include those that are necessary for college-related business and one personal call, of reasonable length, per day. Do not charge phone calls on your American Express Card. Please use a Qwest Card available through CIT when making long distance phone calls from hotel rooms.

Hotel Gratuities

The following gratuities are recommended: $1 for doormen, $1/bag for bellman/skycaps, and $2/day for housekeeping.

Amennities

In room movies, theater, and other forms of personal entertainment expenses are not reimbursed. Health club charges are also not reimbursed.

Canceling a hotel reservation

If travel plans change and it becomes necessary for you to cancel a hotel reservation, it is advised that Carlson Wagonlit makes the cancellation, particularly if Carlson Wagonlit arranged the reservation for you originally. Because of an unfortunate quirk in the national hotel reservations network (Apollo), which is used by all travel agencies, you could still be charged for a room if a reservation that was made through Apollo is not also cancelled through Apollo.

If you do call the hotel directly, obtain the name and/or identifying number of the person who handles your cancellation request. Ask for the cancellation number. This information is essential for reversing a “no-show” charge, should one be placed on your credit card in error. Carlson Wagonlit can also handle cancellations and can work with hotels to waive no-show charges (waiving a no-show fee is not guaranteed, but Carlson Wagonlit makes every effort to clear the charge).

Staying with friends, family or alumni

At various times you may have the opportunity to meet with and stay with friends, family, or alumni in conjunction with college travel. If you are a guest for dinner, you may offer a gift of a Calvin insignia item or something else which can be purchased at the Campus Store, the value of which not to exceed $25. Should their hospitality include overnight accommodations, the value of this gift may be increased, but is not to exceed $50. Please note that all gifts require a receipt, regardless of amount.