Powerpoint Presentation on Travel Procedures 

Gonzaga University Travel Policies

Airfare                                                                                                                                                                        

The University currently uses Travel Leaders and Egencia for airfare arrangements.  You can call Travel Leaders directly and have them make your reservations for you or you may use www.egencia.com to create your own itinerary.  Both vendors accept University purchase orders.

Travel Leaders (509-327-8749)
Egencia (contact Lindsey Ross or Steven Lunden to set up an account)
                Instructions for Booking Tickets Using Southwest Airlines on www.egencia.com 

 

Spokane Lodging Arrangements                                                                                                                       

Red Lion River Inn (509) 326-5577 (ask for Les)
Red Lion at the Park (509) 326-8000 (ask for Adrian)
Oxford Suites (509) 353-9000
Marriott Downtown (509) 456-7600
The Davenport (509) 455-8888
Hotel Lusso (509) 747-9750
Travel Lodge (509) 623-9727
Holiday Inn Express (509) 328-8505
Doubletree Hotel (509) 455-9600

When calling any of these hotels, make sure to mention that you are calling from Gonzaga and would like to hold a room with a purchase order number.  If you do not, you could possibly  be transferred to their general hotel line and those customer service respresentatives will be unable to help you.  After making the reservation, please complete a requisition and fax it Purchasing.  Make sure to include the guest's name, arrival and departure dates as well as the confirmation number.  Purchasing will then fax a purchase order to the designated hotel. 

Lodging Arrangements Outside Spokane                                                                                                        

There are several ways to pay for lodging arrangements made outside of Spokane: cash advance request, reimbursement request and check or credit card payment.

A cash advance allows the allocated funds for your stay to be either presented to you in the form of a personal check or deposited directly into your personal banking account before you leave.  See the link below for more details.
             Lodging Instructions for Processing a Cash Advance When Traveling Outside Spokane

A reimbursement request allows you to pay for your lodging with your personal funds.  Turn the form into Linda Sue McClure in Accounts Payable and make sure to attach all original receipts in order to recover your costs.

If you would like Purchasing to make and pay for your lodging arrangements, please complete a purchase requisition.  Make sure to include the hotel address, phone number, guest name as well as arrival and departure dates.  If you are to receive a special room rate due to a conference or other event, make sure to note this on the requisition.  Upon receipt, Purchasing will hold the reservation for you using a University credit card. Closer to the departure date, a check will be issued.  The individual will need to present this check upon arrival at the hotel.  The Controller's office will call the extension noted on the req when it is ready to be picked up at the Cashier's window.   If a hotel will not accept a check or if time does not allow for one to be processed, Purchasing can try to pay for lodging using a credit card.  However, Purchasing will not fax over personal identifcation along with credit card information and many hotels require this in order to process the payment. 

 

Ground Transportation                                                                                                                                         

Car/Van Transportation

Dollar Rent A Car (509) 462-4981
Enterprise Rent A Car (509) 328-0173
Thrifty Car Rental (509) 838-8223

For Bus Transportation

Laidlaw Transit (509)482-7270
Alpha Omega Tours and Charters (509)299-5595 or 
                          www.alphaomegatoursandcharters.com
Silver Eagle Charters (509) 487-6903
Northwestern Stage Lines (509) 838-4029

Make sure that you rent the vehicle in the name of THE CORPORATION OF GONZAGA UNIVERSITY.  Do not EVER rent any vehicle in the traveler's name.  Should the automobile be rented in the name of the individual and not the University, insurance coverage is NOTautomatic.

Please note that rental of 15 passenger vans is not approved.