The hotels and conference centers listed below are on contract agreement. They may be used without individual contract or purchase order when booking rooms for guests including meals at the hotels restaurant and/or meeting facilities with or without meals.
When making reservations, please provide the hotels with a copy of the Hotels and Conference Facility Reservation Authorization Form, which will include your FOAPAL, host department name and mailing address, name of guest and dates of stay, and state tax exemption status. The rule of thumb is: Any function that UConn Health charges admission for (i.e., seminar, conference or dinner) is not tax exempt. Only functions that UConn Health pays for without collecting revenue from the participants are tax exempt.
All other hotels and/or restaurants engaged for functions require an individual purchase order.
Hotels and/or restaurants not listed may be utilized but will require an individual purchase order. (Guests may use other Hotels/restaurants without a Purchase Order provided they pay the charges personally and seek reimbursement through the normal procedures.)
For guests and/or candidates please follow the procedure for completing Guest or Candidate Travel Requests. Please note on the request form that the hotels will bill the UConn Health host department directly. All departments are required to process contract hotels invoices so as to allow for payment to be made within 30 days of the invoice date.
Canceling a reservations is the responsibility of the host department. Any costs incurred, by not adhering to the hotel’s deadline for room cancellation, will be paid by the host department.
Instructions for Hotels and Conference Facility Reservation Authorization Form
Hotels on Contract
If the Health Center will not be charging a registration fee or requesting reimbursement from attendees, the hotels stay/function will qualify for state tax exemption. Check the “YES” box for tax exempt status.
If the Health Center will be charging a registration fee or requesting reimbursement from attendees, the hotels stay/function will not qualify for state tax exemption. Check the “NO” box for tax exempt status.
Hotels Not on Contract
To establish state tax exemption for Hotels not on contract, departments are required to contact the Finance Department at 860-679-3908. The Finance Department will process an application for state tax exemption to the Department of Revenue Services (DRS) and notify the department when the DRS has issued a tax exemption certificate and provide a copy to the hotels/conference facility.
Print out and fax the Reservation Authorization Form to the hotels. The hotels will fax the form back with a reservation confirmation number. Retain a copy of the Reservation Authorization Form.
To initiate payment for invoices from hotels on contract, create a purchase requisition in HuskyBuy, attach the hotels invoice. Submit the Guest or Candidate Travel Authorization along with the hotels invoice and send to the Finance Department Mail Code MC 5305.