State Travel Coordinators: Hotel Room Rates

Confirmation of Room Rates When Traveling

When state travel coordinators or traveling state employees make a reservation with any hotel listed in the State Hotel Directory, they will receive a confirmation email that contains the traveler's contact information, arrival/departure date(s) and the rate being charged. The rate on the confirmation must be verified with the rate in the directory.

If the rate listed on the confirmation email is more than the amount listed in the directory, the employee who is traveling should call the hotel directly and inquire about the rate. Ask the hotel to email another confirmation notice with the corrected rate. If the issue cannot be resolved, contact the State Travel Management Program (STMP) or call 512-463-3435 and STMP staff will contact the hotel. 

However, if the employee proceeds with the reservation without questioning the higher rate, the STMP is not obligated to contact the hotel to request a credit when the employee returns and submits a travel reimbursement request. Know before you go.