Prepaying for Hotel Expenses

University departments may prepay traveler hotel expenses via a Disbursement Voucher through Accounts Payable when accommodations are necessary to accomplish University business. This service may be used to prepay for room and tax under object codes 6142 (In-state) or 6242 (Out-state), significantly reducing out of pocket expenses for University travelers. Departments may use this process for prepaid hotel expenses less than $5,000. For expenses greater than $5,000, the Requisition/Purchase Order process is recommended.

Program Restrictions:

  1. Prepaid Travel Program is restricted to business travel expenses only. This program is not available to travelers incorporating personal days as part of the travel itinerary.
  2. Prepaid Travel Program is not allowed for payment to international hotels due to language barriers, currency conversions, and time zone restrictions.
  3. Travel Authorizations must be completed and referenced in the Disbursement Voucher.
  4. Accounts Payable office requires minimum of 5 days prior to check-in to establish the prepaid program with the Hotel.
  5. Traveler must provide a personal credit card at check-in for any incidentals charged to the room.
  6. Prepaid Travel expenses are less than $5,000

1) Establish Hotel Reservations

  • Make reservation(s) with the lodging establishment and obtain Hotel Confirmation indicating total cost with room and tax, full name of guest, and confirmation number.

To expedite the process please obtain the hotel's Credit Card Authorization Form and attach the blank copy to the DV when created. Accounts Payable can complete this step, but may require extra time. It is also recommended that the individual initiating the reservation provide a copy of the hotel confirmation to the traveler.

2) Establish Vendor in UAccess Financials

  • Determine if Hotel is a current University of Arizona vendor in UAccess Financials:
    Main Menu > Lookup and Maintenance > Vendor
    Hint: Enter an asterisk (*) at beginning and end of vendor name
  • If the hotel exists as a current UA vendor proceed to Step 3
  • If the hotel does not exist as a current UA vendor, initiate the vendor in UAccess Financials. See UAccess Learning: Payments & Reimbursements > Creating a Disbursement Voucher Vendor. Accounts Payable will obtain an IRS W9 when necessary from the hotel.
  • Upon approval of the vendor (check your action list for an FYI approval to obtain the vendor number) begin step 3

3) Create a Disbursement Voucher (DV) in UAccess Financials

A DV must be initiated and approved by departmental business office a minimum of 5 business days prior to traveler checking into the hotel, to allow the Travel Office time to work with the hotel.

Create a Disbursement Voucher for the hotel directly using the following criteria:

  • Description = Traveler Full name - Prepaid Hotel
  • Explanation = UA Business Purpose
    (Ex: Name of Conference attending and dates of lodging)
  • Org Doc # = Travel Authorization #
    (if more than one traveler, add a note on the DV including all Travel Authorization numbers)
  • Payment Reason Code = Y - Prepay Travel Expense
  • Enter Vendor # = Hotel where reservations made
  • Check Amount = Full amount of room plus tax for hotel stay
  • Payment Method = C - AP Credit Card
  • Check Stub Text = User preference, since this is not transmitted to the vendor
    (AP recommends = Room Confirmation number(s))
  • Accounting Lines Tab:
    • Account number to incur Travel expenses. If multiple travelers use one accounting line per traveler.
    • Object Code 6142 - In state lodging; 6242 - Out of state lodging
    • Org Ref ID - Travel Authorization #
      (if more than one traveler, add a note on the DV including all Travel Authorization numbers)
    • Total amount of room and tax for the individual traveler
    • Line Description - Traveler last name and reservation confirmation number
    • One traveler per accounting line and include traveler name in Line Description
    • Click Add
  • Invoice number = Hotel Confirmation Number + Last name of traveler (Maximum XX characters)
  • Pre-Paid Travel Expenses Tab
    • Location = City, State
    • Start Date = Hotel check in Date
    • End Date = Hotel check out Date
    • Name = Employee Name in first accounting line
    • Department Code = ORG / Department Number
    • Req/Instate = Travel Authorization Number without the "T"
    • Amount = Total amount of Room plus Tax
    • Click Add
  • Provide or attach the following to the Notes/Attachment tab:
    • Hotel confirmation/registration documentation
    • Credit card authorization form obtained from hotel, if available
    • Event flyer/agenda to support business purpose
  • Disbursement Voucher MUST BE approved by authorized account approver (Ex: Fiscal / Business Officer) prior to Accounts Payable taking any action to ensure funding is in approved status.

If the lodging amount exceeds the lodging rates for the area, please add a note in the Notes/Attachment tab with an explanation for the overage or any clarification regarding designated lodging requirements, otherwise this may delay processing

Please DO NOT send over DV cover sheet or supporting documentation.

AP Travel Office Responsibility

Accounts Payable is notified daily via UAccess Analytics reporting on all ENROUTE Disbursement Vouchers (DV) for which the Prepaid Travel Payment Reason Code was utilized. Accounts Payable will begin review and place notes directly on the DV Notes/Attachment TAB as a communication tool to keep department informed of status.

  • Accounts Payable will send an email notification one to two weeks prior to departure to the Traveler and the Disbursement Voucher initiator of pending Travel lodging arrangements one or two weeks prior to the departure date.
  • Traveler will be instructed to provide a personal credit card at check-in to cover any incidental charges during their stay.

Hotels typically charge the AP Credit Card (SUA) once the traveler(s) has checked out of the hotel. Please contact Accounts Payable at 520-621-9097 or for assistance.