Expense Ambassadors: New Process for Booking at Local Hotels

It's OK to sign the OCD!

The TravelUVA team has been working hard making booking groups and events at local contracted hotels as easy as possible. The team recently created a new and improved version of the Hotel Order Confirmation Document (OCD). This document is completed by a local hotel with a master agreement with UVA, and is then sent to the UVA department contact to confirm their group and event booking.

Starting May 5, 2025, when departments arrange an event with a local contracted hotel, they can expect to receive the new version of the OCD from the hotel via a DocuSign email. Once the hotel countersigns, a fully executed version of the OCD is sent to both parties via email.

Enhancements to the OCD include:

Streamlined format
Attrition and cancellation terms (from the UVA master agreement) listed on the OCD
Electronic signatures
Improved visibility into hotel spend

For more information, please see the Booking Groups at Locally Contracted Hotels resource.

Please note: Only agreements on the University-approved OCD for a locally contracted hotel are permitted to be signed by the department.

If you have any questions about this new process, please email Travel@virginia.edu.