- How to Book University-Paid Travel
Phone: 844-488-2228 (M-F, 8am-8pm ET)
- Lodging Limit
Travelers must follow the single lodging limit of $300 per night. Taxes and surcharges may be reimbursed in addition to the lodging limit. When the rate is exceeded by more than two times the lodging limit, justification is required, along with additional approval by the Senior Department Finance Approver. Please note: Non-refundable lodging is not allowed per University Travel Policy.
- Conference Hotels
Conference hotels cannot be booked through Concur. If you are booking other travel such as airfare, a full-service agent at CBT can book a conference hotel for you. If you only need the hotel reservation, you can book that directly through the conference.
- Government Rates
Some hotels offer government rates to federal and state government employees while others offer these reduced rates only to federal employees. 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.
UVA employees may book 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.
- Alternative Lodging (i.e. Airbnb, VRBO)
Alternative lodging follows the same policy as hotel lodging with the exception of the following:
T&E cards may not be used to purchase accommodations with Airbnb and similar services such as VRBO or Homeaway, although travelers may personally pay for these reservations and be reimbursed by the University. Use of your T&E card for these purchases is considered a violation of T&E card policy and could result in card suspension or cancellation. If your T&E card is used for Airbnb or similar lodging, please be aware that you are accepting personal responsibility for any incidents that may occur during your stay.
As you may know, hotels and other commercial properties carry insurance that covers their guests in case of injury or property loss. The type of properties offered via Airbnb and similar services vary widely in the type of coverage available for guests (if they offer any at all). Because of this, we do not recommend their use for University business.
We do understand, however, that this option might best suit your needs or the experience you want to have when you travel. There may be occasions where choosing Airbnb might be a less expensive option, or perhaps there are limited accommodations in the area. In those cases, you may pay for these accommodations and submit the cost through Workday Expenses for reimbursement. However, if you choose to utilize these services, please be aware that you are accepting personal responsibility for any incidents that may occur during your stay. The university is also not responsible for any fees associated with cancellation.
- Paying for Hotels
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 when they check in to the hotel.
- The only exception to this is for local hotels where UVA holds contracts. A travel assistant may call the hotel and give their T&E card information over the phone, or provide it through a secure site like Sertifi. Card information should never be sent over email or fax.
- For non-local hotels, arrangements for pre-payment may be made by contacting the hotel directly after confirming the reservation.