Direct Billing Instructions

Car Rental

ENTERPRISE

Log into UFS Intranet: https://sites.google.com/a/pdx.edu/bao-intranet-web/home

Use renter’s PSU ODIN username and password

Click on “Campus Accounting” tab

Under “Applications” column, click on “Enterprise/National Car Rental” link

If phone reservation, an account number will be needed.  PSU’s account # is provided next to Enterprise link

Renter must provide department index, contact person, phone # to ensure charges are correctly billed.  Travel Office receives billing statement which is reviewed for accuracy and creates JV to record expenses

In accordance with PSU's Safe Driving Guidelines, the rental of 15-passenger vans is prohibited.""

ZIPCAR

Register through www.zipcar.com/psu

Zipcar will route the request to the Travel Office for approval (verifies authorized PSU employee). Once approved, Zipcar will mail a Zipcard to traveler or CAS.  Traveler gives index code at time of reservation. Zipcar sends billing to Travel Office who pays bill and  prepares JV upload. Travelers can obtain copy of reservation by:

  1. Log into Zipcar account
  2. Select “my stuff”
  3. Select “my statements”

HERTZ

Book by phone (800-654-3131) or book online (Hertz.com). On bottom right side where it says “Travel Agents”, click on link “Applicant Program” to make reservation

Provide CPD (Corporate Account Number): 221255

Provide #1 Applicant Number: Call or email Travel Office for this number

Provide index code, contact person, phone number.  Hertz sends billing to Travel Office who prepares JV to record expenses in Banner.

If booking through Airfare Agency, give Applicant # to Agent to put in ID FIELD of their computer system

In accordance with PSU's Safe Driving Guidelines, the rental of 15-passenger vans is prohibited.""

Lodging

The Hotel Zags

Please click link below and complete the Direct Bill form in its entirety and send to Edwin.Martinez@thehotelzags.com

The Hotel Zags 

The Hotel Zags sends one invoice for the past month's hotel stays for PSU to Campus Accounting Services. CAS will process centralized bill to The Hotel Zags and distribute charges to department index for month end close. The rates below will remain the same.

01/1/18 – 12/31/19 rates: Premier City King and Premier Double Queen - $150/night (Nightly rate doesn't include 12.5% state tax + 2% Tourism Assessment)

Radisson RED Portland Downtown

Please click link below and complete the Direct Bill form in its entirety and send to email address at the bottom of the direct billing form

Radisson RED Portland Downtown

Radisson RED Portland Downtown sends one invoice for the past month's hotel stays for PSU to Campus Accounting Services. CAS will process centralized bill to Radisson RED Portland Downtown and distribute charges to department index for month end close. The rates below will remain the same.

07/1/19 – 07/01/20 rates: King and Double Queen - $145/night (Nightly rate doesn't include taxes or fees)

University Place Hotel

Department to make reservations by filling out Third Party Billing Form.

You can find the form at the Travel department on University Financial Services website.

Department should fax completed form to UPL Hotel to reserve room

UPL Hotel will then enter a JV into Banner expensing index codes.  They also email the JV, with copy of invoice, to Travel Office who reviews and then sends to CAS for approval. This approval of the JV records expenses in Banner.

Airfare

AZUMANO, UNIGLOBE, JOURNEYS

Traveler calls and makes reservation with the agent. https://www.pdx.edu/financial-services/financial-services-procedures/sum... (under Travel/Summary of Travel Reimbursement Rates) to find agency contacts info.

Agent will ask traveler who is authorizing travel

Agent checks approvers list on updated Signature Authorization form emailed to them from CAS.  Agent emails the approver asking for the index and account number for authorization

Approver emails index/account number to agent, then agent adds info to reservation and issues ticket

Agency sends billed information to CAS to be uploaded via JV and entered as expenses in Banner

DO NOT BOOK AIRFARE WITH AGENCY UNLESS YOU HAVE APPROVED TRAVEL AUTHORIZATION

GIVE AGENT NAME OF DRA IF GRANT, OR DEPARTMENT HEAD IF NOT GRANT (from APPROVED TRAVEL AUTHORIZATION).