Hotel reservations can be made using the AAA's NUTRAVEL system.
If traveling to a conference that has prearranged hotel space, the traveler makes their own reservation directly with the hotel and not through AAA NUTRAVEL system.
When making lodging reservations outside of AAA or Conference housing, special state rates may be available for University employees using hotel chains that have a participating program and when space is available. Individual travelers may inquire when making the reservation.
Marriott Hotel chains may extend the state government rate to University employees when rooms are available and state tax exemption documentation is presented. The state rate is only available in states that Western Michigan University is tax exempt. See the forms page for exemption certificates with the tax ID number.
Hotel guarantees and payment for hotel accommodations during trip, whether booked via AAA or by the traveler, will be made with the traveler's personal credit card and then submitted for reimbursement.
If travel plans change, it is the traveler's responsibility to contact the hotel or AAA Travel before 4 p.m. the day of arrival to cancel the reservation. Please obtain and keep the cancellation number to assure that a "no-show" charge will be avoided.
The University will reimburse authorized lodging expenses at actual cost. Original hotel bills are required for reimbursement. A statement may not be used in place of receipts. The exception is tipping which will be reimbursed at a reasonable and customary rate.
When an authorized traveler shares a hotel room with non-University individuals, such as family members or colleagues from another institution, the following will apply: