Hotels and Lodging
Employees must always request the lowest available rate when making hotel reservations.
Effective February 1, 2024, the State of Illinois has adopted the U.S. General Services Administration (GSA) lodging rates. Before making a reservation, check the GSA site to be sure the cost meets these requirements. For additional information about University of Illinois System policies on lodging and travel, see Business and Financial Policies and Procedures Manual, 15 Travel.
Employees and guests must present a personal credit card at check-in to pay for any personal charges they might incur. Personal charges are not allowed on the TCard.
Hotel Discount Programs
The system offers employees several ways to obtain discounted hotel rates. Detailed information can be found using the links below:
Club Quarters Membership
The University of Illinois System is a member of Club Quarters. Club Quarters provides full-service hotels in Chicago, New York, Washington, D.C., Boston, Philadelphia, Houston, San Francisco and London for the exclusive use of members and guests. Club Quarters also provides space for meetings and training programs, including complete banquet services.
The rates offered by Club Quarters are usually lower than the allowable rates. Check the Member Rates document below for seasonal rate information.
State of Illinois Hotel Discounts
The State of Illinois has negotiated rates with many hotels throughout Illinois that are lower than the state maximum lodging allowance. Prior to reserving a room at the maximum allowance, employees should review the Preferred Hotel Listing found on the Illinois Department of Central Management (CMS) website.
To secure a room at or below the state rate, make the reservation as far in advance as possible. If the state rate is not available on a hotel's booking website, call the hotel and identify yourself as a University of Illinois System employee and request the state rate.
Some of the hotels listed on the CMS website will not make a reservation at the state allowable lodging rate. They will only honor this rate after the employee presents their university i-Card at check-in, thereby proving their status as a state of Illinois employee
National Hotel Chains
Many national hotel chains extend discounted rates to government employees. Links to hotel chain websites and toll-free phone numbers are provided. Individual hotels determine if they will offer a government rate and what their requirements are to qualify for it. Discounts vary based on hotel, location, dates, and availability.
National Hotel Chain Web Sites & Toll-Free Numbers
Lodging Rental Brokers
Use of a lodging rental broker (e.g., Airbnb, Tripping, Home Away) is allowed as a travel expense if the daily rate does not exceed the University of Illinois System’s Lodging Allowance Rates.
Rent and damage deposits may initially be made with the TCard. However, departments must manage the credit of damage deposits back to the TCard. Damage charges are personal expenses and must be paid by the traveler, using non-system funds.
Damage deposits will not be reimbursed if personal funds are used to secure the lodging.
Use of a property through a lodging rental broker known to be owned by a system employee or his/her immediate family member is prohibited.
Group Sales Agreements
Group Sales Agreements must be attached to a requisition and submitted to Purchasing for processing. The Purchasing Division has the authority to facilitate the purchase of equipment, materials, commodities, supplies, and services. No other individual or university department has the authority to commit the system to purchasing goods and services, unless that authority has been specifically delegated to them. For more information, visit the Purchases section of the Business and Finance website.
Travel Card (TCard) Guidelines
- A travel agency will “guarantee only” a hotel room for university employees and guests.
- Employees and guests must present a personal credit card at check-in to pay for any personal charges they might incur. Personal charges are not allowed on a TCard.
- If a Travel Arranger’s TCard is to be used for payment of the hotel room and tax, the Travel Arranger must contact the hotel directly, prior to guest check-in, to make these arrangements. The hotel will send the Travel Arranger a third-party billing form to be completed, signed, and returned to the hotel. This is the only way the hotel will know to get a credit card at check-in for any additional hotel charges that might be incurred. Otherwise, all charges will go on the Travel Arranger’s TCard, which could result in an out of compliance issue.
- A travel agency should not get involved with or sign the third-party billing form.
University of Illinois Lodging with Conference Facilities
Lodging FAQs
How do I guarantee my lodging reservation?
Your university T-Card or personal credit card guarantees your lodging reservation. When making your reservation, always request the state/government rate and confirm that it is the lowest rate available.
What are the procedures for canceling a lodging reservation?
When making a reservation, ask about the cancellation policy. If you book your lodging through one of the contracted travel agencies, contact that agency to process your cancellation. If you must cancel a reservation, do so before the deadline. The system is not responsible for charges incurred due to late cancellations.
What are the procedures for lodging reimbursement?
Obtain the original hotel billing receipt to attach to the Expense Report. Carefully review the bill to ensure that the room charge reflects the authorized rate and that no unauthorized charges have been added.