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Travel Office
Member, Texas Tech University System The Princeton Review - 373 Best Colleges, 2011 Edition

Business Travel Account (BTA) Process
For Airfare, Rental Car and Hotel Accommodations

Airfare

  1. Contact the Horizons Travel at 325-658-2436 for an airfare quote and to select your itinerary (see Travel Quotes for more information).  NOTE: Please be sure that the flight information given to Horizon’s Travel is your final itinerary.  The Travel Office will only provide authorization of payment to Horizon’s and will not make changes to the itinerary given by the traveler.
  2. Submit your Travel Authorization Request (TAR) Form using the quote provided. Please mark appropriate BTA indication. 
  3. The Travel Office will contact Horizons once the approved TAR is received to authorize payment to the BTA.
  4. Once flight arrangements are made, you will receive a flight reservation and confirmation via e-mail that will contain a link to your e-ticket information.
  5. BTA expenses should not be listed on the Travel Expense Log.

Hotel (only available for student groups & those declined a state travel card)

  1. Make a reservation for a hotel (using a personal credit card to hold the reservation, if required). Please inquire about the hotel’s cancellation policy.
  2. Complete Travel Authorization Request (TAR) form and indicate the appropriate BTA.
  3. Attach a copy of the reservation confirmation (with the confirmation number) to the TAR and send it forward for required signatures.
  4. Once approved TAR is received, the Travel Office will contact the hotel to authorize BTA payment. (Your personal credit card may be held on file with the hotel for incidental expenses.)
  5. Upon check in, please verify the method of payment with the hotel to make sure it will not charge your personal credit card (except for incidentals and added charges).
  6. While checking out, request a receipt showing proof of payment, the name and location of the establishment, itemized charges, and the traveler’s name. Again, make sure that only the room and tax have been charged to the BTA card and that any incidentals were charged to your personal card.
  7. When submitting your travel paperwork upon your return, include original receipts and maintain a copy for your records. (Receipts should be turned in within one week of your return.)
  8. BTA expenses should not be listed on the Travel Expense Log.

NOTE: ASU does not use the BTA credit card to prepay rooms at Staybridge Suites in San Angelo because that hotel is able to direct bill ASU. When you call Staybridge to reserve a room for a prospective employee say that you are using direct bill. Once you get a confirmation number, submit an online requisition in Banner so that the Purchasing Office can create a Purchase Order. The correct vendor ID number is 203719527.

If you would like to use Holiday Inn Express or other local hotels, we will still be glad to use the BTA credit card to help you. Please continue to write the hotel name and confirmation number on the Prospective Employee Form.

Rental Car (only available for student groups & those declined a state travel card)

  1. Complete the Travel Authorization Request (TAR) form and indicate the appropriate BTA.
  2. Once the approved TAR is received, the Travel Office will make a reservation with Enterprise for the dates and times as indicated on your TAR. (If the car is needed prior to your TAR dates, please specify with a note.)
  3. Upon returning the vehicle, please request a receipt showing a zero balance, and make sure that any additional services (GPS, etc.) have been charged to your personal card.  NOTE: Enterprise on Southwest has a drop-box for leaving keys after hours.  Please do not leave vehicles at University Police.
  4. When submitting your travel paperwork after your return, include original receipts and maintain a copy for your records. (Receipts should be turned in within one week of your return.)
  5. BTA expenses should not be listed on the Travel Expense Log .

Note: For hotels, the BTA will only be authorized for nightly room rates and applicable taxes – all incidental expenses should be paid using a personal form of payment. For rental cars, the BTA will not authorize payment of additional insurance or non-state-approved charges and fees.