Hotels 

  • Ask the traveler if there are per diems or financial rules for this travel (as required by some government contracts.)
    • New: As of Jan 2022: Check CLC LODGING for alternatives.  If more desirable, book through CLC Lodging. (username: tooledesign, Password in LastPass)
  • Book a cancelable room directly with the hotel, not through sites like Orbitz or Travelocity. 
  • Read reviews before booking, and, ideally, provide the traveler with a couple of options before booking. 
  • Find hotels closest to city center/ ultimate destination so the traveler can walk, when applicable. 
  • Confirm if there is complimentary breakfast or airport shuttle service and provide this information to the traveler. 
  • The traveler will need to provide A/P with a final folio upon check-out. 
  • Often a credit card is needed to book a reservation, however, confirm with the hotel if the traveler will need to provide payment upon check in. If this is an issue, a credit card authorization form can be faxed to the hotel. 


AirBNB

  • Toole Design has a company account with Airbnb and can booked on behalf of staff. However, the traveler must have their own AirBnB account and be “added as a traveler” to the Airbnb reservation to receive updates from Airbnb directly. 
  • Staff should not book Airbnb using the Toole Account on their own (i.e. They should coordinate with an Admin staff). 
  • Usually cheaper than hotels and have kitchens available to use. May not be ideal for solo travelers/late arrivals. Confirm with the traveler if they would like to look at Airbnb options and provide them with multiple options prior to booking. 
  • Read the reviews carefully. 


Stay Alfred (in select locations)

  • Stay Alfred rents apartments in high-end apartment buildings. These options can be cheaper than hotels in urban downtowns, and more comfortable than an Airbnb.



Important to note:

Be sure to send the receipt from the booking to Accounts Payable, following the appropriate charge code. NOTE: The final total after the stay may be different from the initial total when the trip was booked. If the final folio does not match the original registration receipt, be sure to send the updated receipt to Accounts Payable.


When you book travel, the contact information should be the phone number of the person requesting the stay, and your (or the admin team's) email address. Not only will this allow us to track changes made to the reservation, but we will be the ones to receive the initial receipt for the stay, as well as the final receipt after the stay.