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FAQs REGARDING TRAVEL REQUESTS

HOTEL
Will I need a credit card at the hotel check-in?
Yes, a personal credit card or debit card will be required at check-in and will only be charged in the event of incidentals for which payment becomes due to the hotel. A temporary hold will be placed on the card to cover any incidentals you may incur. It may take up to 72 hours for the hold to be released from your debit card by your bank after check-out
Click Here for FAQ's for Reloadable Visa Card
How is prepayment for hotel accommodations handled?
Colpitts Clinical will provide a prepaid credit card authorization form to the hotel for your stay. It is suggested that guests check out at the front desk to verify that your stay will be charged to our credit card. The hotel should only charge your personal credit card for incidentals and not for your hotel accommodations or taxes.
Is Wi-Fi complimentary at the hotel?
Most of Colpitts’ hotel partners provide complimentary basic Wi-Fi. In the event that there is a fee to use the hotel’s Wi-Fi, the expense may be covered under a prepayment or reimbursement, depending upon the terms of your trial.
Can a refrigerator be requested for the hotel?
Your site coordinator will typically handle a request for a refrigerator if one is required to support a medical need. Personal requests will be handled on a case by case basis and may require approval from the trial sponsor if there is an associated cost.
CAR
Can I reserve a rental car instead of flying?
Requests for alternate travel arrangements will be handled on a case by case basis. Colpitts Clinical coordinates with trial sponsors to obtain approvals for these requests.
If I have a rental car, do I need additional insurance?
No additional insurance is required, all trials for which a rental car has been prepaid by Colpitts Clinical already have full insurance.
If I have a rental car, do I need to return it with a full tank of gas?
Participants in trials for which a rental car has been approved do not have to return their rental vehicle with a full tank. If you have to add gas to your rental during your trip, you may submit receipts to the site coordinator for reimbursement if this is covered under the terms of your trial.
Can I request a car seat?
Yes, please indicate to your site coordinator that a car seat is required, and we will make the necessary arrangements.
AIRPORT
Requesting wheel chair assistance at the Airport?
Yes, Colpitts Clinical can make arrangements for wheel chair assistance at the Airport. While we do everything we can to arrange your request we cannot guarantee that there will not be a wait time for assistance upon your arrival. Another option that may save time would be to bring your portable wheel chair and request assistance.
REIMBURSEMENT EXPENSES
How do I submit for an expense reimbursement?
If applicable, ask your site coordinator for an expense reimbursement form, complete it and attach all receipts, staying in line with reimbursement policy based on the terms of your trial. Return the expense form to your site coordinator. Site coordinators will submit the form to Colpitts Clinical and reimbursements are paid in approximately 14 days.

HOTEL

Will I need a credit card at the hotel check-in?

Yes, a personal credit card or debit card will be required at check-in and will only be charged in the event of incidentals for which payment becomes due to the hotel. A temporary hold will be placed on the card to cover any incidentals you may incur. It may take up to 72 hours for the hold to be released from your debit card by your bank after check-out

Click Here for FAQ's for Reloadable Visa Card

How is prepayment for hotel accommodations handled?

Colpitts Clinical will provide a prepaid credit card authorization form to the hotel for your stay. It is suggested that guests check out at the front desk to verify that your stay will be charged to our credit card. The hotel should only charge your personal credit card for incidentals and not for your hotel accommodations or taxes.

Is Wi-Fi complimentary at the hotel?

Most of Colpitts’ hotel partners provide complimentary basic Wi-Fi. In the event that there is a fee to use the hotel’s Wi-Fi, the expense may be covered under a prepayment or reimbursement, depending upon the terms of your trial.

Can a refrigerator be requested for the hotel?

Your site coordinator will typically handle a request for a refrigerator if one is required to support a medical need. Personal requests will be handled on a case by case basis and may require approval from the trial sponsor if there is an associated cost.

CAR

Can I reserve a rental car instead of flying?

Requests for alternate travel arrangements will be handled on a case by case basis. Colpitts Clinical coordinates with trial sponsors to obtain approvals for these requests.

If I have a rental car, do I need additional insurance?

No additional insurance is required, all trials for which a rental car has been prepaid by Colpitts Clinical already have full insurance.

If I have a rental car, do I need to return it with a full tank of gas?

Participants in trials for which a rental car has been approved do not have to return their rental vehicle with a full tank. If you have to add gas to your rental during your trip, you may submit receipts to the site coordinator for reimbursement if this is covered under the terms of your trial.

Can I request a car seat?

Yes, please indicate to your site coordinator that a car seat is required, and we will make the necessary arrangements.

AIRPORT

Requesting wheel chair assistance at the Airport?

Yes, Colpitts Clinical can make arrangements for wheel chair assistance at the Airport. While we do everything we can to arrange your request we cannot guarantee that there will not be a wait time for assistance upon your arrival. Another option that may save time would be to bring your portable wheel chair and request assistance.

REIMBURSEMENT EXPENSES

How do I submit for an expense reimbursement?

If applicable, ask your site coordinator for an expense reimbursement form, complete it and attach all receipts, staying in line with reimbursement policy based on the terms of your trial. Return the expense form to your site coordinator. Site coordinators will submit the form to Colpitts Clinical and reimbursements are paid in approximately 14 days.

Reloadable VISA Card FAQs