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This template allows departments to authorize specific charges—such as room rates, meals, parking, and shuttle services—for guests staying at hotels, provided the total amount remains under $3,000. The form ensures financial accountability by clearly distinguishing between department-approved expenses and personal charges that remain the responsibility of the individual guest. It provides a structured process for invoice submission, requiring signatures from authorized department heads or cost center managers, and integrates with the university's Supplier Invoice and Visitor Travel (3940) spend category systems to streamline institutional financial management and reimbursement workflows.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/hotel-reservation-agreement-form/334327/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/hotel-reservation-agreement-form/334327.png","ImageObject",442,249,{"name":88,"@type":89},"Mia  ","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-22","2026-09-21",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",8,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What is the purpose of the Brown University Hotel Reservation Agreement Form?","Question",{"text":109,"@type":110},"The form is used by university departments to authorize and manage direct billing for local hotel expenses incurred by university visitors for costs under $3,000.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"Who is responsible for paying charges not approved on the form?",{"text":114,"@type":110},"Charges not specifically approved by the Department Head or Cost Center Manager remain the responsibility of the guest, and the hotel is responsible for collecting these payments directly from them.",{"name":116,"@type":107,"acceptedAnswer":117},"What information should be included when submitting for payment?",{"text":118,"@type":110},"When submitting through the Supplier Invoice process, the department must use the Visitor Travel (3940) spend category and attach a copy of the completed, signed reservation agreement form.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},334327,1790488206,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":35,"category_name":36,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":9,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":4},687207024478,"https://ap-avatar.wpscdn.com/davatar_a8503ba1806abce46bf441b54a3ca4cd","Brown Use Only: INV-   \nHotel Reservation Agreement Form  \nThis form will help Brown University departments ensure timely and authorized billing of local hotel charges for University visitors for hotel expenses under $3,000 .  \nThis form authorizes the hotel to invoice the University authorized department for specified charges for accommodations. Invoices should be sent directly to the University authorized department. Charges not approved by the Department Head or Cost Center Manager shall be paid by the guest. It will be the responsibility of the hotel to collect from the guest all charges not approved.  \nDirect Billing Information for Hotel Invoice:  \nDate:  Authorized Department:   Department Contact:  Address:  City/State/Zip:  Phone\\#:   Fax\\#:  E-mail:  Guest Name:  Check In Date:   Check Out Date:  Confirmation \\#:  Hotel Name:  Phone \\#:  Fax\\#:  E-mail:  Room Type:   Room Rate:  Comments:  Authorized Charges*  \nAirport Shuttle:  Local Calls:   Long Distance Calls:   Breakfast:   Lunch:  Dinner:  Parking:   \nOther:   Department Head or Cost Center Manager Signature:   Print Name:  *All items checked are to be charged to the authorized department. Items not checked are to be charged to the Brown University guest. The original form should be kept by the authorized department. Completed copies of this form should be sent to the hotel and the Brown University guest. Use the Supplier Invoice process to pay, and attach a copy of this completed form when submitting for payment. Use the Visitor Travel (3940) Spend Category.  \nBrown University Use Only:  \nIf Processing through AFA, please indicate worktags:","cbCaipVHkCJSKdks","https://ap.wps.com/l/cbCaipVHkCJSKdks","pdf",252768,"English","# Hotel Reservation Agreement Form\n## Direct Billing Information\n## Authorized Charges\n## Approval and Processing Instructions","[{\"question\":\"What is the purpose of the Brown University Hotel Reservation Agreement Form?\",\"answer\":\"The form is used by university departments to authorize and manage direct billing for local hotel expenses incurred by university visitors for costs under $3,000.\"},{\"question\":\"Who is responsible for paying charges not approved on the form?\",\"answer\":\"Charges not specifically approved by the Department Head or Cost Center Manager remain the responsibility of the guest, and the hotel is responsible for collecting these payments directly from them.\"},{\"question\":\"What information should be included when submitting for payment?\",\"answer\":\"When submitting through the Supplier Invoice process, the department must use the Visitor Travel (3940) spend category and attach a copy of the completed, signed reservation agreement form.\"}]","Hotel Reservation Agreement Form | PDF",1790006279]