Travel Accommodation Request Form

TRAVEL ACCOMMODATION REQUEST FORM

WHEREAS, the undersigned traveler requires lodging in connection with official business travel and seeks authorization for accommodations consistent with company travel policy; and

WHEREAS, the company authorizes reimbursement and/or direct billing for approved accommodation expenses subject to the terms set forth in this request and applicable corporate travel guidelines.

Traveler Information

Travel Details

Purpose of Travel:

Departure Date:   Return Date:   Estimated Nights:

Accommodation Requirements (Select applicable)

Hotel    Serviced Apartment    Short-term Rental

Room Type: Single    Double    Bed Preference:

Accessibility Requirements:

Smoking Preference: Smoking room    Non-smoking

Scope of Accommodation

Provide details regarding lodging needs, meeting-room requirements, expected guests, and any coordination with other travelers. Include any corporate account or direct-billing instructions below.

Payment Terms and Estimated Costs

Estimated nightly rate (per room):   Estimated total accommodation cost:

Billing/Payment Method:

Payment Schedule / Reimbursement Procedure:

Late Payment Fee (if vendor invoice is unpaid beyond company terms):

Traveler acknowledges responsibility for incidental charges (room service, minibar, personal phone calls) unless expressly pre-approved. Company may recover unauthorized personal charges from traveler payroll or expense reimbursements.

Term, Cancellation, and Termination

Booking Start Date:   Booking End Date:

Required cancellation notice to avoid penalty: days prior to arrival. Traveler must notify travel coordinator immediately of changes; failure to cancel in accordance with stated notice may result in responsibility for cancellation penalties.

Confidentiality and Data Protection

Traveler information provided on this form may include personal data required to secure accommodations. Such information will be processed and disclosed to lodging providers and third-party booking agents strictly for the purpose of fulfilling travel arrangements. Traveler certifies that personal data supplied is accurate and consents to disclosure for booking and billing purposes in accordance with corporate privacy requirements.

Governing Law and Entire Agreement

Governing Law: This request and any bookings approved hereunder shall be governed by the laws of the state of without regard to conflict of law principles.

Entire Agreement: This form, once approved, constitutes the complete authorization for the accommodation arrangements described and supersedes prior oral or written requests insofar as they relate to these specific dates and accommodations.

Attachments and Additional Notes

Certification

By signing below, the traveler certifies that the information provided is true and complete, that accommodations requested are necessary for the conduct of company business, and that traveler will comply with applicable travel and expense policies. Traveler understands that failure to comply may result in denial of reimbursement or disciplinary action.

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