Hotels and Conference Facilities

The Hotels and Conference Centers listed below are on contract agreement. They may be used without individual contract or purchase order when booking rooms for guests including meals at the hotel restaurant and/or meeting facilities with or without meals

When making reservations, please provide the hotel with a copy of the Hotel & Conference Facility Reservation Authorization Form (PDF), which will include your FRS account number, host department name and mailing address, name of guest and dates of stay, and State Tax exemption Status. The rule of thumb is: Any function that the UConn Health Center charges admission for (i.e. seminar, conference or dinner) is not tax exempt. Only functions that the UConn Health Center pays for without collecting revenue from the participants are tax exempt.

All other hotels and/or restaurants engaged for functions require an individual purchase order.

Hotels and/or restaurants not listed may be utilized but will require an individual purchase order. (Guests may use other hotels/restaurants without a Purchase Order provided they pay the charges personally and seek reimbursement through the normal procedures.)

For guests and/or candidates please follow the procedure for completing Guest or Candidate Travel Requests. Please note on the request form that the hotel will bill the UConn Health Center host department directly. All departments are required to process contract hotel invoices so as to allow for payment to be made within 30 days of the invoice date

Cancelling a reservations is the responsibility of the host department. Any costs incurred, by not adhering to the hotel's deadline for room cancellation, will be paid by the host department.

Instructions for Hotel and Conference Facility Reservation Authorization Form

Hotels on Contract

If the Health Center will not be charging a registration fee or requesting reimbursement from attendees, the hotel stay/function will qualify for state tax exemption. Check the "YES" box for tax exempt status.

If the Health Center will be charging a registration fee or requesting reimbursement from attendees, the hotel stay/function will not qualify for state tax exemption. Check the "NO" box for tax exempt status.

Hotels Not on Contract

To establish state tax exemption for hotels not on contract, departments are required to contact the Finance Department at 860-679-3908. The Finance Department will process an application for state tax exemption to the Department of Revenue Services (DRS) and notify the department when the DRS has issued a tax exemption certificate and provide a copy to the hotel/conference facility.

Print out and fax the Reservation Authorization Form to the hotel. The hotel will fax the form back with a reservation confirmation number. Retain a copy of the Reservation Authorization Form.

To initiate payment for invoices from hotels on contract, prepare a Health Center Invoice (Vendor Payment Voucher) Form CO-17 (PDF), attach the hotel invoice and the Guest or Candidate Travel Authorization and send to the Finance Department (MC 5305).