Helpful Hints to Book BOCES Travel – updated 2/14/2018
Please request online quotes from each of the following Agencies:
Nassau BOCES has accounts with these car rental agencies. Business Services will reserve the car in the employee’s name and provide the confirmation information to you.
When the employee picks up the car, please decline all additional insurance, pre-paid gas and additional options. The employee should not have to provide his/her credit card information.
Please provide three quotes for airfare, and indicate first, second, and third preference for flights.
As the cost of airfare fluctuates daily, please keep in mind that the flight you originally requested might not be the most cost efficient flight at the time airfare is purchased and an alternative flight may be booked.
Amtrak: Please complete the Traveler Data as it appears on Driver’s License above in the airfare section.
If you need to reserve/secure lodging as part of registering for the conference, please find out if the vendor will accept a Purchase Order. This is the preferred method.
If the vendor will not accept a Purchase Order, please reserve/secure lodging using the employee’s personal credit card, asking for the government rate. If the hotel is in New York State, Business Services will provide the employee with a tax-exempt form, which the employee must present to the hotel on arrival.
Please provide Business Services with the Hotel name, address, phone number, confirmation number, phone number associated with the reservation, and dates of stay. (This is all on the Corporate Credit Card Reservation Form.) Business Services will contact the hotel to get a Credit Card Authorization form, and will transfer the reservation to the Nassau BOCES credit card. Please note that Nassau BOCES will only pay the room rate (and tax if applicable.) The employee will need to furnish his/her personal credit card at check in to cover incidental charges.
If lodging is secured as part of the conference registration, you still need to provide the above information to Business Services.
The complete Packet to be submitted to Business Services includes the following forms with all the proper approvals:
- Conference Business Travel Request Form (CBTR)
- Corporate Credit Card Reservation Form, if applicable
- Supporting documents such as conference brochures & agendas
- Employee must obtain a copy of the hotel receipt upon checkout and forward it to Business Services
Business Services will:
Purchase Amtrak tickets
Reserve rental car
Transfer hotel reservation to the Corporate Credit Card