Hotel Reservations
You may make hotel reservations online through QuickTrip, by contacting one of the university’s contracted travel agencies or by calling your hotel of choice. Use the information below for help in selecting a hotel, setting up direct billing, and getting tax-exemption in Texas.
Finding a Hotel
Use the following resources to help you find special hotel accommodations in Austin, or hotels with pre-negotiated rates nationwide.
- Accommodations in Austin
- Find a directory of hotels with pre-negotiated rates on the State of Texas Web site
- Learn about The University of Texas partnership with Starwood Hotels & Resorts, including Sheraton, Four Points, W, aloft, The Luxury Collection, Meridien, element, Westin and St. Regis
Hotel Tax Exemptions
You can get a tax exemption from most hotels in the Texas when you travel on university business. To receive the exemption, present the following tax exemption certificate to your hotel when paying.
Download the Texas Hotel Occupancy Tax Exemption Certificate (PDF)
What to do if a hotel doesn’t accept the tax exemption form
If a hotel refuses to accept the tax exemption form, make a note of this on the travel reimbursement voucher (VP5) and the tax will be reimbursable.
Direct Billing
If you want to set up direct billing for your hotel reservation, take the following steps:
- When making your hotel/lodging reservations, let the hotel know you wish to pay through direct billing
- Once you determine that the hotel property has direct billing capability, complete the online Hotel Direct Billing application (EID required), submit it to Travel Management Services, and we will forward trade references to your designated hotel contact. Follow up with your hotel contact to make certain they received the trade references and that the hotel has agreed to direct bill you.
- Make sure that the hotel sends you the invoice for reconciliation and payment processing through your department and the Office of Accounting
What to do if a hotel requires you to complete its own credit application
If a hotel insists that you use their credit application, your department will need to work with the university’s Business Contracts department to complete the direct billing request for your lodgings.
