Hotel Group Room Blocks / Event Venue Agreement Payment Procedures

Once a hotel or event-venue agreement has been signed by an >> authorized signer << in Business Services, follow the procedures below to facilitate payment. Whenever possible, use of the Travel^Plus Card is encouraged for group hotel/event-venue payments.

1. Use a form requisition when check payment by the university is requested and the hotel/event-venue HAS a Vendor Code in USC's Vendor System (WEBBA.BUSINESS OFFICE FUNCTIONS -WEBBA.VENDOR.I).  The paperless requisition process cannot be used for hotels/event-venues since Travel Management & Corporate Card Services needs to confirm the agreement has been properly executed.
2. Attach signed hotel/event-venue agreement and deliver/mail form requisitions to Travel Management & Corporate Card Services.
3. A purchase order will be issued within two (2) business days of receipt of the form requisition and agreement. A requisition can be issued for the full amount. In this case, when the requisition is turned into a purchase order it will encumber funds for the entire amount. As an alternative, a requisition can be processed for the first payment. Change orders can be processed for subsequent payment requests. Do not issue multiple requisitions for the same event.
4. Provide the hotel/event-venue with the purchase order number.
5. If a deposit is needed, the signed agreement that clearly identifies the deposit amount should be sent to Accounts Payable, referencing the purchase order number.
6. Final folios and invoices from the hotel/event-venue referencing the purchase order number should be sent to Accounts Payable.
7. Accounts Payable processes payment within ten (10) business days of receipt.

1. Use a form check request when check payment by the university is requested and the hotel DOES NOT have a Vendor Code in USC's Vendor System (WEBBA.BUSINESS OFFICE FUNCTIONS -WEBBA.VENDOR.I).
2. Attach signed hotel/event-venue agreement and deliver/mail form check request to Travel Management & Corporate Card Services.
3. Travel Management & Corporate Card Services processes payment within five (5) business days of receipt.
4. If multiple payments to the hotel are necessary and the form check request process is being used, the signature page of the agreement and the applicable cost section for which payment is being requested will need to be attached to each form check request.

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