Hotel Reservations

Purpose

To assist University faculty and staff with making hotel reservations.

Policy

University employees are required to use State contracted Commercial Lodging Establishments.  Employees of the University are exempt from Texas state hotel occupancy taxes collected by a Texas Commercial Lodging Establishment.  A traveler must present the hotel with a completed exemption certificate.  If a hotel refuses to honor the certificate, the traveler will be reimbursed for the tax, and the state comptroller should be notified of the hotel's refusal. University employees are not exempt from county or municipal hotel occupancy taxes, and these taxes are reimbursable.  

Procedures

All hotel room reservations must comply with Comptroller’s service contract rates. University contracted travel agencies and online booking tool comply with Comptroller’s hotel contract rates and state regulations.  

The following preferred options are available for making hotel room reservations.

  1. Use one of the University’s contracted travel agencies (Anthony Travel and Corporate Travel):
    1. Either the traveler or the department travel planner can reserve a commercial hotel room using one of the travel agencies.
    2. Reservation will be paid by the employee and reimbursed by the University only upon completion of the trip and submission of receipts.
    3. The University’s departmental travel card cannot be used to pay for lodging.*
  2. Use Concur, the University’s online booking tool.
    1. Either the traveler or the department travel planner can reserve a hotel room using the preferred online booking tool.
    2. Reservation will be paid by the employee and reimbursed by the University only upon completion of the trip and submission of receipts.
    3. The University’s departmental travel card cannot be used to pay for lodging*
  3. *The travel card can only be used to pay for airfare

The traveler will be reimbursed for lodging on a PeopleSoft Expense Report document. The traveler will submit the detailed hotel room receipt to the department travel planner for reimbursement. The travel planner will create an expense report and include all reimbursable travel expenses and attach all supporting documentation. The document will be sent to the Accounts Payable Department for final review and approval.

Applicability

This applies to lodging for all University faculty, staff, and students traveling on official state business.

Responsible Party

Comptroller

Last Updated: July 15, 2016


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  • The University of Texas at El Paso.
  • 500 West University Avenue,
  • El Paso, Texas 79968
  • (915) 747-5000