DIRECT BILLING

First, review Cornell Travel Policy. http://www.policy.cornell.edu/vol3_2.cfm

• Determine if the potential benefits of the trip justify its time and expense after considering cost-effective alternatives, such as video or teleconferencing.
• Familiarize yourself with any applicable sponsor requirements, as they may be more restrictive than the university's.
• Obtain appropriate approval to take the trip.
• Familiarize yourself with the university's requirements for documentation and other reimbursement issues before travel

Airline reservation

Airline tickets for Cornell employees and invited guests can be direct billed to a Cornell department account.  Since it is a 2-step process, this payment method is NOT recommended for use after 1 pm on Fridays, on weekends, or during holiday breaks.

• You will need to know the first 3-digits or 7-digits of your account code and provide these when making a reservation.  This is the way your reservation will be linked to the appropriate person who will finalize the accounting process so that your tickets can be issued promptly.  There are no letter O’s in department accounts such as HO or LO (they are zeros - H0 or L0) please identify correctly.
• There is a software product separate from AXIOM (called iBank or PTA), that will send email to your department's designated account administrator alerting them that there is a trip requisition to complete. You will receive a copy of this email.
• The account administrator will link from the email to a web site where they will enter the complete account code for your airfare. 
• The trip will be confirmed and an electronic ticket will be issued. You will receive an email advising you of such.

Important: If you don't receive email indicating your ticket was issued, there may have been a gap in the database linking your reservation to the appropriate account administrators at Cornell. You will need to contact your Business Service Center for assistance.  

Note: American Express's Pre-Trip Accounting emails use language about "authorizers" and "approvals," but at Cornell this process is used just to complete the accounting information, not to approve the travel

Detailed steps to Direct Bill Airline Tickets

Step 1

For online Axiom Reservations: On the Purchase Trip page,

In the Billing section (Air Transportation payment) select Cornell Department Charge in the drop down box. Then further down the page, in the Cornell Trip Information section, enter the first 3 or 7 digits of the appropriate Cornell department account. Accuracy is vital for proper routing for the next step.   

For American Express Phone Reservations (888-656-0432):

Inform the reservations agent that the airline ticket is to be “Direct billed to a Cornell Account”. Then provide the first 3 or 7 digits of the appropriate Cornell department account.  Specify the difference between zeros (0) and the letter O. There are no letter O’s in department accounts such as HO or LO (they are zeros - H0 or L0) please identify correctly.

Ask the agent to submit the reservation to iBANK for approval.

Step 2

iBANK will generate an electronic Travel Authorization Request via email to the individual holding travel authorization for the designated account. That individual has the option to Approve, Decline, or Mark Request as in Process.

When the Travel Authorization Request is Approved, and a full Cornell department account number is entered in the Authorization Number box; then a ticket will be issued.

For more details, see PreTrip Accounting Process: Explanation for Travelers and Travel Arrangers

Car Rentals

Car rental reservations cannot be direct billed.

Hotel

Cornell policy does not allow for direct billing of hotel charges

Amtrak

Direct billing of Amtrak travel must be planned ahead, due to the issuance of a paper ticket delivered overnight (suggested minimum advance notice is three working days).  Use a credit card for an electronic ticket if travel on Amtrak is within the next 1 to 2 days.

Group Airline Reservations

Discuss the payment options with the American Express group agent.  Not all group reservations can be direct billed.