General Description
Exceptions:
Policy Content
As in our travel policy, airfare is restricted to tourist or coach class. The original invoice or receipt showing flight schedule and cost should be attached to the Purchasing Card (P-Card) or DPO documentation when submitted for approval. This applies whether we are reimbursing the candidate or paying the travel agent directly. Every attempt should be made to obtain the least expensive airfare (this includes going online and checking airfares), which may mean traveling on certain days of the week or times of day.
Trinity will not pay for movies, phone calls, liquor, or personal expenses in the hotel. Please explain to the candidate in advance that he/she will need to take care of these personal expenses prior to checking out. This should also be explained to the reservations clerk at the hotel when making reservations, emphasizing that Trinity will not pay for these charges. Should these expenses appear on Trinity's final billing, the department's S & E account will be charged for these items only. It will then be the department's responsibility to obtain a reimbursement from the candidate. Also, remind the hotel at that time that Trinity is "tax exempt" (this means Trinity does not pay the state tax, but does pay the city and county taxes). The approved hotels already have the University's tax exemption certificate on file. If you experience any problems in making reservations or obtaining direct billing, please call the Executive Assistant to the President or the Executive Coordinator in the President's Office for assistance. Some hotels only show President's Office staff names for direct billing and they will intercede for you.
Important
Always advise your waiter/waitress in the Skyline Room that the luncheon is OFFICIAL UNIVERSITY BUSINESS. No tax will then be charged. Once ARAMARK has sent the billing, it is too late to advise them of this fact. Also, please sign your name, department, and "University Business" on the receipt, not "Academic Affairs", "President's Office" or "Recruiting Account". This billing will be sent to your department for preparation of the DPO.
The selection of restaurants and the cost of meals should be kept in the moderate range. A $12 breakfast, $15 lunch and a $30 dinner would be appropriate. Generally costs in excess of these amounts will not be reimbursed and should be covered by the department's S & E or the individuals in attendance. Please pay special attention to the documentation required for the reimbursement of meals and hotels as explained in the Travel Policy. Meal expenses for spouses generally are not reimbursed.
When requesting payment for meals, please designate the candidate's name, position, and the names of others attending. If the names would not be recognizable, please identify e.g., students.
Please break out all expenses with explanation on the lower portion of the DPO. The total to be paid should be shown in one lump sum at the top. If the receipts are lengthy, an expense summary sheet may be used.
Apartment #1 - 1st Floor
Apartment #2 - 2nd Floor
Apartment #2 is 210-999-3108
Guest are expected to make long-distance calls by credit card or calling collect. Long-distance charges will be the responsibility of the host department and charged to the department's S & E
The apartments have small refrigerators but no cooking facilities other than a coffee pot. Cooking is not allowed in the apartments. Hosts may wish to provide their guests with fruit, cheese, snack-type food, and wine or soft drinks. The cleaning staff will dispose of any leftover food and/or beverages.
Departments sponsoring University guests are required to house them in a guest apartment if one is available. Payments to hotels and motels will not be approved unless an apartment is unavailable for the dates requested. The apartments are not available for personal guests of the University faculty and staff. Candidates for Trinity positions are given priority booking.
Please call the Office of the President (210-999-8401) if you have any questions concerning the use of guest apartments.
Downtown | Sheraton Gunter Hotel 205 E. Houston (210) 227-3241 | $129 Standard Room $159 Club Level Code: "TRINITY UNIVERSITY" |
| St. Anthony 300 E. Travis (210) 354- 9221 | $119 Code: "TRINITY UNIVERSITY" |
The Westin Riverwalk 420 West Market Street (210) 224-6500 | $180 local rate Special instructions : Call (210) 444-6104 and ask for "TRINITY UNIVERSITY" rate | |
Holiday Inn Riverwalk 217 St. Mary's Street (210) 224-2500 | $125 Single or Double - City or River view | |
The Fairmount 401 S. Alamo Street (210) 224-8800 | $159 Standard Room Code: "Trinity University" | |
Hawthorne Suites Riverwalk 830 N. St. Mary's Street (210) 527-1900 | $99 Sun -- Thurs $129 Fri -- Sat Code: "TRINITY UNIVERSITY" | |
Outer Area | Holiday Inn Select 77 NE Loop 410 (210) 349- 9900 | $99 Single or Double Occupancy Groups: Call for "TRINITY UNIVERSITY" group rates |
| Doubletree Hotel San Antonio 37 NE Loop 410 (210) 366-2424 | $96 Single or Double Occupancy $116 Executive Level Code: "Y-050" |
AmeriSuites - Airport 7615 Jones Maltsberger Road (210) 930-2333 | $85 for Standard Suites Code: "LTUN" |
- Trinity is tax exempt (from state, not city)
- Trinity will not pay for movie, liquor or telephone charges.
If your department has a visiting VIP who needs special accommodations, please feel free to call the President's Office for suggestions on upgraded special rates at other hotels.
Related Documents
Revision Management
Revision History Log:
Revision #: |
Date: |
Recorded By: |
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v1.0 | 7/25/2019 1:33 PM | Holly Warfel |
Vice President Approval:
Name: |
Title: |
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Gary Logan | Vice President for Finance & Administration |