Travel Services

Direct Bill Lodging

Direct Billing For Lodging

A department may request that the vendor directly bill the department for lodging in accordance with this policy:

  • For all nonemployees
  • For WSU employees, one or more of the following must be true to request a direct bill:
    • Employees are accompanying students.
    • Cost savings for WSU are available for using a block of hotel rooms, rather than reimbursing the traveler for each hotel room purchased, and more than five employees are traveling.

NOTE: When a contract is required in association with lodging, the contract must be processed by the appropriate central administrative office (e.g., Contracts Office), or a person to whom delegated contracting authority has been granted in accordance with 10.10. While a department may, within the scope of this policy, use direct billing, the department is not authorized to enter into contracts without an official delegation of contracting authority.

Payment of Direct Billing for Lodging

Any payments made in accordance with this policy on direct billing are to be supported, at a minimum, by the following documents:

  • A copy of the agreement entered into between the lodging provider and WSU stating the lodging to be provided and the applicable charges;
  • A list of the University employees and other attendees for whom such lodging services were provided and the dates the services were provided; and
  • A sufficiently detailed bill to ensure that payments are made in conformance with the written agreement between the parties.

Payment using a WSU purchasing card is allowed in accordance with this policy. When purchasing lodging using a purchasing card, the department is required to:

  • Maintain all receipts and ensure that the receipts are not also submitted for reimbursement on a Travel Expense Voucher.
  • Ensure that no prohibited or nonreimbursable expenses attributable to an individual traveler are included on the bill.
  • Include any Travel Authority numbers and the purpose of the trip on all purchasing documentation.
  • Review per diem rates and include lodging exceptions or discretionary funds for any overages as needed.
Travel Services, PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-8074, Contact Us