Travel Resources

Travel Policy (page 6 of 7)

Hotel Accommodations

Accommodations should be at a reasonable cost, comfortable and convenient to the place of business. Cost of lodging should be listed daily on the Travel Expense Report.

The Carlson Wagonlit Travel Hotel Program offers a wide portfolio of nearly 19,000 hotels worldwide. Carlson Wagonlit Travel has negotiated discounted rates, block rooms and special amenities at these properties just for their customers. Reservations can be booked through a Carlson Wagonlit agent. Carlson Wagonlit will make all out-of-town hotel reservations for you when travel includes transportation.

Expedia Corporate Travel, both the online booking tool and the full-service agency, can make all hotel reservations for you. Expedia Special Rates (ESR's) and various discount programs are available with many hotels. Please note restrictions before booking. (i.e. some reservations are non-refundable).

For extended residences, the employee should attempt to obtain accommodations on a weekly or monthly basis at reduced rates. Both Expedia Corporate Travel and Carlson Wagonlit have pre-negotiated, long-term extended stay rates at a variety of hotels.

Please advise your agent when attending a conference since lodging is often available at a reduced rate during conferences.

If the conference does not allow your agent to participate in negotiated programs, make arrangements directly with the conference or hotel and note this exception on the Travel Expense Report.

In instances of shared rooms, the names of both occupants and room cost allocation should be explained on the Travel Expense Report.

In the event it is necessary to change or cancel guaranteed reservations, it is the responsibility of the traveler to cancel the reservations either by directly contacting the hotel or through your agent. If canceling by calling the hotel directly, be sure to obtain a cancellation number or the name of the person taking the cancellation call.

It is the traveler's responsibility to verify that the rate charged is the rate referenced on the itinerary provided by Expedia Corporate Travel or Carlson Wagonlit. Please note any cancellation policy information listed on the itinerary.

The College has received a sales tax exemption certificate from the states of Florida, New York, Rhode Island and Texas. The certificate exempts those traveling from being charged any room tax or occupancy tax on their hotel bills. These taxes can be substantial, especially in New York City. The exemption certificate must be presented at the time you are registering at the hotel. Please contact the Purchasing & Accounts Payable Office prior to travel and they will furnish the necessary forms and information.

Substitution of Expenses

Reimbursement will not be made for any expenditure, which is in lieu of the normally reimbursable type of expense, e.g. when an employee elects to stay at a relative's or friend's home instead of commercial lodging.

Local Hotel Accommodations

Local

The College has special corporate rates and direct billing arrangements with a few local hotels. Please reference Simmons College or MASCO when making reservations.

  • The Eliot Hotel
    617-267-1607
  • Best Western Boston, The Inn at Children's
    617-731-4700 (COF or MASCO rate)
  • Holiday Inn Brookline
    617-277-1200
  • Hotel Commonwealth
    866-784-4000 (MASCO rate)

Local / National

Payment will be the responsibility of the individual. In the case of invited guests to the College, please note that each hotel has different reservation requirements. It is the responsibility of the department to cancel reservations when required.

Meals

Reimbursement shall be allowed for actual meal expenses incurred, including tips. Original receipts are required. It is expected that those traveling on College business will use discretion in keeping meal costs to reasonable levels. The College does not reimburse on a per diem basis. Names of guests and the nature of the meeting must be included on the Travel Expense Report.

Telephone/Fax/Internet

The College will reimburse business telephone calls, faxes, and internet charges. Personal phone calls to maintain reasonable contact with family while traveling will also be reimbursed. When placing calls from a hotel, please use a telephone credit card to avoid excessive surcharges.

Telephone credit cards are available by request from the TASC office. The unit head must authorize the request.

Non-reimbursable expenses

Reimbursement shall not be made for expenses incurred for the sole benefit of the traveler such as entertainment and movie rentals. Other expenditures that cannot be reimbursed include:

  • Lost or stolen cash or other personal property
  • Alcoholic beverages when charged to federal grants
  • Repairs to personal vehicles used for College travel
  • Cancellation fees for failure to cancel hotel or transportation reservations
  • Commuting costs between home and the College
  • Laundry service except for trips 3 days or longer
  • Insurance of personal property, flight or travel insurance
  • Personal grooming items (except in the case of an emergency)
  • Medical expenses
  • Health club or recreational events
  • Air phone calls (except in the case of an emergency)

24-Hour '800' Emergency Number

Both Expedia Corporate Travel and Carlson Wagonlit provide toll free, 24-hour emergency service to all Simmons travelers. These numbers are printed on each itinerary. Travelers will be charged a fee for this service

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