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
* 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
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
UK - London £135.00 per night (£112.50 excl VAT **)
UK - Other £90.00 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
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 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
To book an overseas hotel via NYS phone the International
Team (01904 420222) or email firstname.lastname@example.org. The Conferma system
can be used to view overseas hotels only and the booking needs
to be made by NYS.
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
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
NYS Corporate contact details