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Hi SCTEM friends! Our Athletics department is going through some changes and we're wondering how you all have solved for incoming traveler hotel payments.
On our campus, a Travel Card can only be used by the cardholder so for example, a coach can book a room for themselves but not for an official visit/recruit. This isn't the ideal method for us anyway since getting the hotel's card authorization document approved isn't something the coaches typically are willing to do.
We are very well aware of virtual card payment options - are you seeing success with those payment methods? We've looked into them and find the cost is prohibitive.
Do any of you use Concur's Sponsored Guest feature to create profiles/accounts for the incoming athletics recruits or guests? If so, how does that work?
Your ideas and suggestions are welcome!
Thanks so much!
Posted : 16/12/2024 6:50 am
While we do not allow for guest travel to be booked on our Travel Cards for campus, we made an exception for Athletics. They use their Travel Cards for prospective student athlete/official visit lodging, meals, transportation and in some cases, they're using it to book air using the Guest Booking functionality in Concur Travel. We supported this with different expense types as well as we have Athletics on their own Expense Policy. It's working well and we're continuing to expand the use of Guest Booking to more and more teams.
We are going to explore Sponsored Guests in the future, but likely for Employment Candidates and not for Athletics recruiting.
Posted : 16/12/2024 7:27 am
We have direct-bill agreements with several local hotels, so when coaches have recruits, they reach out to my team to have reservations made. If they choose not to follow that procedure, the coach pays for the room and files for reimbursement through the Travel and Expenses module.
Posted : 17/12/2024 2:08 am
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