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HOTELS & LODGING
All hotel accommodations must be booked through BCD, including group hotel bookings.
WSGO offices should not book hotel rooms for US-based associates.
Rates and Reservations
Contracts and/or negotiated rates have been established with certain hotels in several
major cities based on WSI committing to a specified number of room nights. Therefore,
it is critical to utilize these properties to fulfill our contractual obligations.
For a complete listing of negotiated properties, please visit the Travel section on
Homefront
.
The maximum allowable domestic hotel rate in most cities
without a negotiated
property
is US$185, with the exception of New York where the cap is US$350 and the
Boston / Washington DC markets where the cap is US$250. Please check with BCD
(either online or over the phone) for the contracted rates in each city. Associates will not
be reimbursed for charges exceeding the contract rate
or
city cap rates. In some
markets, during tourist season, our negotiated rate may be over the cap. As long as you
book our negotiated rate, this is approved. Global associates should also refer to their
local polices for any country/city specific rates and caps.
Charges and Billing
Associates are required to stay at the Company’s preferred hotels in cities where there
are designated properties. The Travel Agency maintains a list of preferred hotels and
will confirm reservations accordingly. The list of preferred hotels may also be found on
Concur or
Homefront
.
Associates may not book a hotel if the distance of the hotel from your office and/or home
is less than sixty (60) miles.
For U.S. and Canadian associates, a corporate Travel & Entertainment credit card (T&E
card) should be used as payment for all hotel charges if an associate has one. It is the
responsibility of each traveler to make certain that charges are accurate.
All hotel expenses must be broken out separately on the traveler’s expense report, i.e.
meals, room, tax, VAT, phone charges, etc.
Hotels linked to a conference or seminar may be booked directly with the conference
hotel and need not be a WSI preferred hotel, nor does it have to meet the national or city
cap requirements, or distance from home office or home requirement. Booking
confirmation and conference information must be included in the receipt backup when
submitting an expense report, and details included in the comment section for that item.