Rates:
The rates listed in this section are displayed for guideline purposes only. Always confirm rates prior to booking reservations. Rates are extended to Federal employees, including civilian and military employees of the Department of Defense, traveling on official Government business based on availibility unless denoted with a (R). They also may be extended to cost-reimbursable contractors traveling on official business where so noted.

Hotels are not obligated to honor these discount rates for persons working for the above entities as private individuals; individuals under contract such as consultants, other contractors (except for those properties indicated with the CRC symbol), advisors, etc. Nor do the rates apply to members of the general public required to attend Government conventions, seminars or meetings, unless paid for by the Government. Nor do rates apply to Government travelers attending conferences, where conference rates have been negotiated under separate contracts.

The rates listed in this publication are for single occupancy and cover the period April 1 through June 30, 1997. The rates for some establishments vary acording to seasons or weekends, as indicated. Local, state, provincial or national taxes are not included in the room rate. Service charges or special charges that may apply at individual locations may be charged in addition to the room rate listed. Travelers are advised to inquire as to the amount of any additional charges when making reservations.

Properties that have the RESTRICTED RATE (R) symbol in their listing have certified that the published rate may not be available at all times due to occupancy thresholds and/or capacity controls. Properties may also restrict the availibility of rooms at the published rate (without the R symbol) even though they may not be at full capacity particularly during the period of special events. To assure the greatest availibility, travelers are advised to make reservations as early as possible.

Reservation Reminders:
To avoid inconvenience to the traveler and misunderstandings with hotel/motel managers, make reservations as soon as trips are scheduled. When making reservations directly, use the 800 number first. If a prolem arises, then try calling the establishment directly. The individual making the reservation should clearly indicate that the accommodation is for a Federal Government employee in travel status (given name of department and branch) and request the published Government rate. The caller should request the rate amount and inquire if tax is included. Individuals should make sure they receive a reservation confiramtion number and the reservationist's name. At the time of registration, the traveler should again request the listed Government rate and, if required, produce proof that he or she is a Federal Government employee. The accommodations confirmed by the hotel/motel should not be accepted if the rate quoted for the room is higher than the rate listed (unless the rate is restricted). Since there is a vast amount of participating hotels and motels listed, another hotel or motel should be readily available.

Charge Card Program:
Virtually all major hotel and motel chains, as well as most of the independent lodging establishments listed, accept the contract government charge card (American Express). Participating lodgings are indicated as shown in the HOW TO USE section.

If, for any reason, the lodging establishment is unable to honor a confirmed reservation, alternate accommodations of similar or superior quality wil be substituted. In addition, transportation to the substitute accommodation will be provided along with a telephone call to your office to inform them of your new location. When there is a change in plans, the hotel/motel must be advised before 6:00 pm their time on the date of your scheduled arrival (4:00 pm for resorts), or you will be billed for the night if you had guaranteed a late arrival. In all instances, when cancelling reservations request a cancellation number to insure you will not be charged.

Cancellations:
Room reservaitons must be cancelled as soon as travel plans change. Since cancellation times vary with establishments, cancellation must be made within the timeframe dictated by them. The individual calling to cancel the reservation must clearly identify himself or herself to the answering agent or clerk, obtain the agent's name and cancellation number, and note the time and date the cancellation was requested. Failure to cancel mY result in the traveler or his or her agency being charged for at lest one night. Keep a written record of the cancellation number provided by the reservationist who handles your call.

Dear Hoteliers:

A listing update questionnaire is mailed to each hotel on an annual basis requestiong information for the projected year.

The information provided will appear in the quarterly issues of the OAG Official Traveler-Travel Guide.

Note: We will not update FSA (Fire Safety Act) certification except as published by FEMA in the Federal Register.

Any government rate change that occurs after the questionnaire has been returned can be submitted on hotel letterhead, indicating the revised rate and an authorized signature.

Mail to:
OAG Official Traveler
Attn: Hotel Database Research Department
2000 Clearwater Drive
Oakbrook, IL 60521
Fax to: 630/574-6360

Using the following issue close schedule; Any update received before the deadline date will appear in that issue. Any update received after the deadline date will appear in the next issue.

FEDERAL EMPLOYEES' LIABILITY FOR STATE/LOCAL TAXES CHARGED BY HOTELS INDIVIDUAL FEDERAL EMPLOYEES GENERALLY ARE REQUIRED TO PAY STATE AND LOCAL LODGING TAXES INCURED DURING OFFICIAL TRAVEL.

The comptroller general of the United States has consistently ruled that the Federal Government is immune from paying State and local lodging taxes only when payment is made by the Government directly to the vendor by Government purchase order or by Government check. Otherwise, the employee is obligated to pay tax unless the state or local authority assessing the tax provides a specific exemption for Federal employees on official travel. This is true even though employees are reimbursed for their travel expenses by the Government. Per diem rates are set at levels intended to compensate employees for these taxes.

Use of Government's travel charge card (American Express) does not alter these rules, unless the local tax authority has specifically established an exemption for Federal employees using this form of payment. Such locations are listed herin.

Although many states, cities and local municipalities offer tax exemption certificates, care should be taken in their use and distribution since many instances of counterfeit or non-valid certificates have been reported.

To eliminate any problems that may develop, it is suggested that only those certificates listed be used. It also is sugested that any certificate not listed be sent to GSA at the following address to be researched for authenticity: General Services Administration, Federal Supply Service, Transportation Management Division, Washington, DC, 20406.

EXEMPTIONS CAN BE OBTAINED AS FOLLOWS: