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Payee Information Form (PIF)
- Guest must manually sign and return the form, NO electronic signatures are accepted
- If guest does not have access to a scanner, they can take a picture of it and send it via email. Image must be clear and legible.
- All guests are required to list their social security number on the form
- Lawful Permanent Residents must provide their Alien Number as well as their SSN
- An official ID must be submitted with the PIF (driver’s license or passport).
- Contact Liaison with Guest's valid email address before sending PIF PDF
- Liaison will send Guest PIF electronically
- See Liaison for further detail
Booking Flights
- If WE book the flight with direct bill
- Use Anthony Travel 512-617-8444, Theatre & Dance direct bill
- You will give AT the Doc ID number Liaison sends you once paperwork is approved.
- Try to get the guest to send you flight preferences first- don’t offer to look up flights for them unless they request that you send them some options
- Forward the flight itinerary to Liaison once final approved
- If we reimburse guest for flight
- Guest will need to send a detailed receipt that shows payment confirmation
- We can ONLY reimburse flights that are directly to/from the guest’s home base and Austin; if the guest is traveling to another location after doing business in Austin, please see Liaison ASAP.
- We can only reimburse flights for the guest’s dates of service, or one day before and after. We CANNOT reimburse for personal travel, unless we get quotes showing that personal travel option is cheaper. You will need to get these quotes from Anthony Travel directly.
- We can only cover a guest for their own flight purchase. For example, if guest A purchases their flight, and guest B’s flight, we can only reimburse guest A for the cost of their flight.
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- If WE book using direct bill
- Refer to the direct bill lodging list to see who we have accounts set up with. You may also need this account when booking the room. Email Liaison if you do not have the lodging list, or if you are looking for recommendations.
- Ask the hotel if you need to fill out a Hotel Tax Exemption form for them- this will remove state taxes from total rate
- Be sure to send Liaison the confirmation email (upon booking) and invoice when you receive it (usually upon guest departure).
- Best local housing: Star of Texas Inn, AT&T Conference Center, La Quinta on 15th
- REFRAIN from booking with Extended Stay if you can- we have had poor reviews from guests after staying there.
- We CANNOT earn reward points for a guest- if they have a membership with a specific hotel, they will need to book it themselves and can be reimbursed up to the allotted amount.
- If we reimburse guest for lodging
- We can reimburse a guest for up to the allotted amount on guest sheet
- We can reimburse hotels and/or Airbnb/HomeAway reservations
- Guest will need to send a detailed receipt that shows payment confirmation
- Guest may book any hotel they like, as long as it is within budget, or if they agree to cover any overages on their funds. Some may ask for suggestions, which you may refer to the lodging list for.
Parking and WifiParking
- Parking and wifi cards cannot be issued without an account number, and should be requested in advance (on GA form).