UConn Health contracts with certain area hotels to assist departments when bringing in guests/candidates. The hotels and conference centers listed below are on contract agreements. They may be used without individual contracts or purchase orders when booking rooms for guests/candidates including meals at the hotel restaurant.

Hotels on Contract

When making reservations using UConn Health contracts, please provide the hotel with a copy of the Hotel and Conference Facility Reservation Authorization Form, which will include your FOPAL account number, host department name, and mailing address, name of guest, and dates of stay, and state tax exemption status. The hotels below have been chosen as UConn Health’s contracted hotels and may be booked using the Hotel/Facility Authorization Form.

Hotel	Contact	PO Number
Avon Old Farms Hotel 279 Avon Mountain Road Avon, CT 06001 FEIN #: 06–0797454	Phone: 860-677–1651 Fax: 860-677–0364 Email: sales@avonoldfarmshotel.com	P0738457
The Farmington Inn 827 Farmington Avenue Farmington, CT 06032 FEIN #: 06–1355342	Phone: 860-677–2821 Fax: 860-676–8332 Email: frontdesk@farmingtoninn.com	P0738456
Homewood Suites by Hilton 2 Farm Glen Boulevard Farmington, CT 06032 FEIN #: 62-1602678	Please call the number for bookings. Phone: 860-321-0000 Fax: 860-321-0001	P0738506

Instructions for Hotel and Conference Facility Reservation Authorization Form

Institutional PO’s should not be used for functions and/or seminars. A separate PO should be obtained for functions, seminars, dinners, and their respective guests.

If UConn Health 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 on the Hotel Reservation Form for tax exempt status.

If UConn Health 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. Any function that UConn Health charges admission for (i.e., seminar, conference, or dinner) is not tax exempt. Only functions that UConn Health 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.

Guests may utilize hotels and/or restaurants not listed but will be required to pay out of pocket and seek reimbursement with appropriate documentation. Only amounts preauthorized on guest TA’s will be reimbursed.

For guests/candidates, please follow the procedure for completing Guest/Candidate Travel Requests. Note on the request form if the hotel will bill the UConn Health host 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 reservation 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.

Facilities Not on Contract

To establish a state tax exemption for facilities not on contract, departments are required to contact the Finance Department at 860-679-3937. 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 conference facility. Note that this process can require a significant lead time.

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.

Submitting Hotel Invoices to Accounts Payable

Department must receive the invoice from the hotel before submitting to Accounts Payable for payment. Some hotels send a "Guest Folio" document before the invoice is sent. This is not sufficient for payment - AP must receive the hotel's actual invoice copy. Once the invoice is received, the following documents must be submitted together to AP for processing.

• Vendor Payment Authorization form - see list above of POs by hotel
• Invoice copy received from vendor
• Guest Travel Authorization - request from Travel & Cash Office if copy is needed