Book Lodging

How to book, pay for, and change or cancel lodging

 

Log onto TravelUVA
  • Lodging can be booked through TravelUVA's online booking tool or directly with a CBT agent. Access is available to discounts through several travel consortia to which Christopherson Business Travel belongs.
    • CBT Agent Team:
    • *Note: An agent fee is assessed when booking directly through a CBT agent. There is no fee for booking through TravelUVA's online booking tool (Concur). 
  • From the AirPortal dashboard, select "Book Travel" on the left, and then "Book/Manage Online Trips" to access the Concur online booking tool.
  • For local lodging, University employees are strongly encouraged to utilize local hotels under contract with the University. Reservations can be made through TravelUVA or directly with the contract hotels.
  • Conference hotels can be booked directly with the hotel or by calling a Christopherson Business Travel agent at 1-844-4UVA-CBT (1-844-488-2228) and providing them with the conference information. Conference hotel rates are not available in the online booking tool.
Enter Dates & Location
  • Select the icon for "Hotel Search".
  • Enter check-in date and check-out date.
  • Enter location based on Airport, Company Location, Address, or Reference Point/Zipcode.
  • Select "Search".
Review & Select
  • A single night lodging limit of $300/night is recommended. If the rate is $600/night or more, justification is required along with additional approval by the Senior Department Finance Approver. The single night limit refers to the daily rate not inclusive of taxes and surcharges, which may also be reimbursed. Certain fund sources may have more restrictive lodging limits. Always check prior to booking.
  • Non-refundable lodging is not allowed.
  • Local UVA contracted hotels will be listed as a "Most Preferred Hotel", and the UVA negotiated rate will be listed as "University of Virginia", "UVA", or similar. You may need to scroll to find the UVA-negotiated rate. 
  • UVA employees may book a generic government rate, or a state government rate if booking a hotel within Virginia. For hotels outside of Virginia, UVA employees will not qualify for the state government rates. Before reserving a room at a government rate, check the terms on the hotel's site. If the traveler does not qualify, the reduced government rate may not be honored at check-in.
Verify & Confirm
  • Hotel reservations are NOT pre-paid through TravelUVA or most other booking sources. The traveler will need to present a credit card in their name at check-in.
    • For local hotels where UVA holds a contract, the travel assistant may call the hotel and give their T&E Card information over the phone or through a secure site like Sertifi. A written third-party credit card authorization form is not required. Card information should never be sent over email or fax.  
    • For non-local hotels, pre-payment arrangements should be made by contacting the hotel after confirming the reservation. A third-party credit card authorization form may be required, however, the full 16-digit card number should not be written on the form. Instead, you may complete the form with only the last 4 digits of the card number and call the hotel to provide the remaining information. Card information should never be sent over email or fax.
  • The Travel and Expense Card is the preferred method of payment (see Paying for Travel).
  • Itemized receipts are required regardless of the dollar amount.
  • The University of Virginia is not exempt from Virginia sales tax on lodging.
  • Tips should be reasonable and follow best practices. It is customary to tip bellmen, porters, and hotel cleaning staff. Tips are not reimbursed if you are claiming meal per diems.
  • If you need to change or cancel your reservation:
    • The reservation may be changed or canceled through TravelUVA's Concur online booking tool.
    • The traveler must communicate changes in travel plans to the hotel as soon as possible when a confirmed reservation is being held. Charges for non-canceled reservations will not be reimbursed if the traveler is negligent in canceling reservations.
Booking Travel
Lodging
Travel Planning
Related Contacts
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Danae Polemi

Danae Polemi

Position
Interim Manager, Travel & Expense Program
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Chailey Hench

Chailey Hench

Position
Travel & Expense Program Analyst