When checking into a contract lodging establishment, please be prepared to show one of the following forms of identification as proof that you are entitled to the State of Texas contract rate:
If you do not have one of the above types of ID, the contract lodging establishment may refuse to give you the State of Texas contract rate.
Guarantee your reservation when necessary. Hotels have time deadlines for holding a reservation. Ask the hotel or your travel agency what the deadline for check-in is at the hotel you have selected. If you are arriving after this deadline (usually from 4 to 6 p.m.), make sure it is guaranteed for late arrival. Guaranteeing the reservation means it will be held for you until midnight. You may guarantee the reservation by prepaying the first night's cost, giving a major credit card number, or by whatever other means the hotel requires.
Some hotels are charging a cancellation fee. If you do not use your reservation and do not cancel the reservation within the hotel's cancellation deadline, you will be charged a cancellation fee in accordance with the lodging establishment's policy. Ask the hotel or your travel agency for the cancellation deadline when making the reservation. At some establishments, this is the equivalent of a one night's stay. If you incur a cancellation fee, you are responsible for paying the charge, and this charge will not be refunded. Check with the Comptroller of Public Accounts for reimbursement guidelines, if applicable.
Some hotels are charging an "early checkout" fee. If you check out before the time your reservation is up (i.e., a day or two before your reservation indicates), ask if you will be charged this fee. If so, you may be personally responsible for paying the charge. Check with the Comptroller of Public Accounts for reimbursement guidelines, if applicable.
Also, some hotels are charging credit cards at the time of reservation instead of waiting until check-in. If you cannot afford to pay the charge before being reimbursed for the trip, you might need to go to a different hotel, since charge card companies consider payment due when the charge is billed.
In addition, some hotels are charging for duplicate or additional copies of receipts. So, if you lose your receipt and request another, you may find your charge card billed for it (usually about $5). According to the Comptroller of Public Accounts, this charge will usually NOT be reimbursed.
All lodging facilities in the state are required by state law and our contract to have working smoke detectors in each room. Each hotel or motel is also required to have visual fire alarms for the hearing impaired.
In 2002, there were 135 reported hotel and motel fires in Texas. As a result of these fires, there were ten injuries and two deaths. In 46 of the fires, no detectors were present.
The State Fire Marshal inspects hotels, but there are only 15 inspectors for the entire state. If all state business travelers would check the smoke detector in each hotel room they check into, it would give the Fire Marshal, and all travelers, a real edge in the fire prevention fight. It might also save your life.
If you find a state contract hotel without detectors or with non-working detectors, please contact the State Fire Marshal at 512-676-6800. The Fire Marshal will let the STMP know if a property does not comply with the fire laws, and the hotel's state contract will be canceled if the violation is not corrected within a specified amount of time.
Contract hotels provided in SPD's on-line Hotel Directory must be used unless a non-contract hotel provides for a lower total cost or a valid exception exists. Reimbursement for hotel expenses are limited to the contract hotel rates as provided in T.A.C. §20.303
REMINDER: In some cases, the contract hotel rate may exceed the reimbursable allowable amount. Therefore, you may not be reimbursed for this overage."
Pursuant to the General Appropriations Act, state employees traveling may be reimbursed the actual cost of lodging, not to exceed federal travel rates set by the U.S. General Services Administration. HOWEVER, a state agency may set a reimbursement rate that is less than the maximum rate specified or have other varying policies.
For more comprehensive information on reimbursement guidelines, check with your state agency travel coordinator, the Textravel website published by the Comptroller of Public Accounts (CPA), or call the Comptroller's Expenditure Assistance Section at 512-475-0966.
State of Texas employees, except employees of institutions of higher education as defined in TEX. EDUC. CODE ANN. Sec. 61.003 (Vernon Supp.1990), are NOT exempt from state, county, and local hotel/motel occupancy taxes when staying at hotels in Texas. An institution of higher education is not exempt from paying county or municipal hotel occupancy taxes. Effective September 1, 1995, executive branch employees must pay the taxes and file for reimbursement of them. (House Bill 2129, 74th Texas Legislature).
On hotel stays outside the State of Texas, all travelers are subject to all taxes imposed by the hotel.
Some hotels charge fees for parking, internet usage, etc. Fees included in the contract are notated in the Amenities Key. Other fees such as Energy Surcharges, Housekeeping, etc. must be included in the contract rate and not listed as a separate line item charge.
We offer hotels the opportunity to sign a contract with us throughout most of the fiscal year. As new hotels are approved, they are added to the list of contract hotels on this Web site.
The listings for contract hotels are listed in alphabetical order by city in Texas, and by state and city in other states.
Hotels were asked to indicate whether their property would be classified as Luxury, Up-scale, Moderate, Economy, or Budget. In some instances, we felt their designation was not entirely appropriate and listed a different classification. To a great extent, these ratings are based on the standard rates charged by properties. In addition to the classification, the number of room and floors are listed.
For each hotel, the hotel listing indicates whether the entrances to sleeping rooms are either from inside or outside of the facility, or both.
For each hotel, the nearest public, commercial airport, is listed. For properties in locations with more than one commercial airport in the same area, the closest two is listed.
We have noted "cancellation fee charged" or "early checkout fee charged" on entries for properties that have indicated they will charge a fee if the cancellation deadline is not met or the traveler checks out before the date reserved. If you do not cancel a reservation or notify the property of an early checkout by the specified deadline, you will be personally responsible for paying the fee. The cancellation deadline should be printed on the trip itinerary you receive from the travel agency or check with the hotel at the time you book the reservation.
Check with your state agency travel coordinator or the Comptroller of Public Accounts to find out if an incurred cancellation fee is reimbursable.
The STMP indicates in each hotel listing which form of payments each hotel accepts. The form of payment key: MC-Master Card, AX-American Express, VI-Visa, DC-Citicorp Diners Club, CB-Carte Blanche, DS-Discover, ER-Enroute, JCB-Japanese Credit Bureau, Cash, and Check. If the hotel requires a deposit for cash or check, the hotel listing will state "deposit required." Using the corporate travel charge card to pay for state travel hotel stays is preferred, but not mandatory.
The STMP and the Texas Governor's Committee on People with Disabilities have devised new standards for contract hotels for FY 2005. Texas properties are required to be certified by the Texas Department of Licensing and Regulation (TDLR) as meeting ADA requirements or provide documentation showing they are in compliance without the certificate. Out-of-state properties must certify they are in compliance with ADA guidelines.
ADA requirements vary by type of property, number of sleeping rooms, and date built or remodeled. Some lodging facilities, such as historic buildings, properties with fewer than five sleeping rooms, or properties built or remodeled before the requirements became effective, are exempt from meeting ADA requirements.
Hotels that offer the contract rates for personal travel do so at their own discretion, based on availability. The hotel may choose to offer these rates for personal travel only on certain days of the week or at certain times of the year; it is their option to do so. The contracted lodging facilities are not required to offer the contract rates for personal travel. If you are using a contract property for personal travel, confirm the rate with the hotel at the time you make your reservation and again when you check-in.