I. TRAVEL & HOTELS
Columbia Law School uses the services of Valerie Wilson Travel (VWT) to assist guests, students, faculty, and staff with air and rail travel. Departments must follow the steps below in order to book the reservation, and request approval.
Step 1 – Making a Reservation
Please create an email message with the Subject: Passenger Name, Columbia Law School, and send the appropriate Booking Form to the travel agent of your choice. Please confirm the details of the trip with the travel agent before requesting approval.
Step 2 – Requesting Approval
After confirming the reservation with the travel agent, please email the completed Travel Request Cover Form, and final itinerary along with the event flyer, agenda, or invitation to firstname.lastname@example.org for review and approval. If applicable, confirm compliance with Columbia International Travel Planning Policy.
Columbia students, faculty, and staff, traveling outside the United States should register their trip with Columbia Travel in the event of an emergency abroad. Please visit the University’s Global Travel website to learn more and register a trip.
Valerie Wilson Booking Fees:
- $35 Rail Amtrak
- $40 Domestic Flight
- $60 International Flight
- $20 Void Ticket
- $35 Refund Ticket
- $40+ VWT Waiver
Columbia Law School uses the services of Minutemen and Odyssey to assist Guests, Students, Faculty, and Staff with ground transportation. First time users must email email@example.com to request the account number. Once you have our internal account, contact Minutemen or Odyssey directly to make the reservation. Submit a Car Service Form to firstname.lastname@example.org with the Subject: Car Service as soon as the reservation is made for internal billing purposes. Here are their contact details:
- Odyssey (718) 392-1700
- Minutemen (718) 438-1100
Accommodation for Guests
Columbia has negotiated rates with preferred hotels located throughout Manhattan. Here is the list of hotels and their rates: Local Preferred Hotel Rates
Preferred hotel reservations can only be made to accommodate Guests and can be paid directly on the P-Card. Departments are highly encouraged to make hotel reservations for their guests at one of the following local preferred hotels:
For hotel accommodations of a Faculty, Staff, or Student, the person needs to pay out of pocket and request reimbursement on a Travel & Business Expense Report. Please reference Reimbursement: Employees for more information.
Departments are encouraged to use the services of Valerie Wilson Travel (VWT) to assist individual students with Air and Rail Travel and make use of the T-Card to arrange for hotel accommodation. For groups of students traveling together, please complete Student Group Travel and submit to email@example.com.
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 firstname.lastname@example.org
- 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 5: Immediately upon completion of the trip/event, the trip/event coordinator submits a billing statement and/or folio of the stay to email@example.com
*** 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.