How to Book Hotels

Hotels in York

Hotels in York can be booked through NYS Corporate Ltd by phone (01904 420200) or by the online Conferma system. Please contact your admin team if you do not have access to this system.

You can also book directly with the hotel either by purchase order or by credit card*.

Hotels in the rest of the UK

Hotels in the UK can be booked through NYS Corporate Ltd by phone (01904 420200) or by the online Conferma system. Please contact your admin team to make the booking if you do not have access to this system.

UK hotels can also be booked via Expotel, booked directly with the hotel or on-line by credit card/purchasing cards*.

* If booking using a credit card for someone else please ensure that the hotel will charge that card and not expect the member of staff to pay on departure. (NB the member of staff will be expected to pay for any extras on departure). Staff should contact their admin team to arrange the booking if they do not have their own University credit card/purchasing card.

As a last resort staff should pay themselves, obtain a receipt and claim back on expenses. Please be aware of the allowance that can be claimed for hotels. Refer to Appendix 1 of the Expenses Policy

The allowance quoted for hotels in the Expenses Policy is as follows:

UK - London £120.00 per night (£100 excl VAT **)

UK - Other £85.00 per night

The above rates are for Bed & Breakfast.

** There is an issue with the way some London hotels load their rates into the Conferma database. As a result the travel policy rate shown for London hotels is shown as excl VAT at £100.

When booking a London hotel use the override reason "London rate, includes VAT" where you are booking a rate which is within the travel policy.

Hotels Overseas

Hotels overseas can be booked through NYS Corporate Ltd who will then invoice the University. Expotel do not provide an overseas bill back service so should only be used for UK hotels.

Bookings through NYS

To book an overseas hotel via NYS phone the International Team (01904 420222) or email air@nysgroup.com. The Conferma system can be used to view overseas hotels only and the booking needs to be made by NYS.

Paying by credit card

Bookings can be made directly with the hotel or online using a credit card or purchasing card. If an admin person is making a booking for another member of staff on a purchasing card, they should ensure that the hotel will charge that card and not expect the member of staff to pay on departure. The member of staff will however be expected to pay for any extras and obtain a receipt.

Remember that in the case of an emergency the member of staff will be required to make their own alternative arrangements.

Paying by International bank transfer

Payments can be made directly to hotels via international bank transfer. The hotel must provide their international bank details. See Foreign Currency Payments Procedure

NYS Corporate contact details