The Columbia University Purchasing Card (P-Card) may be used to make business-related hotel reservations for guests and visitors at the six preferred local hotels listed below. The event coordinator may start by visiting the hotel site through Columbia’s travel portal to initiate booking, and to change or cancel an existing reservation.
Reservations for faculty, staff, or students of Columbia University may not be paid for directly with the P-card. These reservations must be paid by the person and submitted for reimbursement. Visit Payments for guidelines on how to get reimbursed.
Departments in the process of applying for a P-Card, may continue to submit their requests to the business office as follows:
Step 1: Trip/event coordinator contact the preferred hotel to ensure availability and book the reservation.
Step 2: Trip/event coordinator submit a Hotel Reservation Form along with the event flyer, agenda, invitation to firstname.lastname@example.org with the subject HOTEL RESERVATION. Be sure to include your contact information, a valid business purpose, and where the payment should be charged.
Step 3: An authorization letter will be faxed directly to the hotel for internal billing. Trip/event coordinator must follow up with the hotel to confirm the reservation is complete.
Step 1: Trip/event coordinator makes all hotel reservations independently.
Step 2: Trip/event coordinator advises hotel of payment by corporate credit card.
Step 3: The hotel will ask the coordinator that the Law School submit a Credit Card Authorization Form by fax; typically, this form is emailed to the coordinator.
Step 4: Trip/event coordinator email the information below to email@example.com
- Credit Card Authorization Form
- Name of Traveling Party/Event
- Hotel/Venue Name
- Reservation Number
- Rate per night + tax
- ARC Department
- LAW Project (Grant or Event Name)
- Business Purpose with proof of event (ie: official invitation, flyer, etc.)
Step Five: Immediately upon completion of the trip/event, the trip/event coordinator submits a billing statement and/or folio of the stay to firstname.lastname@example.org
*** As soon as the Business Office has received all the information listed under Step 4, we will send out the Credit Card Authorization and confirm the booking with a fax transmission receipt to the attention of the trip/event coordinator. We recommend trip/event coordinators follow up with the hotel to confirm the receipt of the Credit Card Authorization.
Please note, the corporate card is limited to room and tax charges only. Any attempt to charge incidentals to this card will revoke the authorization to charge this card at all. Incidental services (such as room service, mini bar, telephone, internet, etc...) must not be charged to the room. Also, its imperative that the trip/event coordinator never shares or submits personal credit card details to the hotel. Providing the hotel with a personal credit card will result in the full charge on that card.