Lodging

Introduction

  • The CTA can be used to charge lodging only for  
    • UW Students. 
    • NON-UW travelers. 
    • Five or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the UW Travel Card Administrator. 
  • Non-UW travelers who are faculty or staff candidates are limited to per diem.
  • Only room and tax should be charged on the CTA. Other hotel charges should be paid by the individual. If the expense is reimbursable, the traveler may submit a TEV. 
  • The department must obtain a folio from the hotel for each room or a statement showing the breakdown of the total charges by room, by night and guest name. This detail should be audited for compliance against applicable regulations and filed with the CTA documentation. 
  •  If unallowable charges are billed to the CTA 
    •  the department is responsible for reconciling these charges to 64-XXXX discretionary funds or 
    •  obtaining reimbursement from the traveler and depositing these funds using a reverse expenditure. 

Giving Your CTA Number

Make the room reservation directly with the hotel. Do not use online booking agents. If the hotel is not familiar with use of the CTA for payment, ask to speak with the accounting manager. Advise the accounting manager of the reservation and that only room and taxes should be charged to your department Visa account. Give the manager your CTA number, expiration date and CV2 number if it's requested. Make sure the manager understands that the traveler will NOT have this credit card when checking in. (The hotel may ask for a personal card from the guest to pay for incidentals - and that is fine.)
Remember: Do not give the CTA number to the traveler. 

Authorization Form

The hotel may require you to complete a credit/charge card authorization form. If you complete this form make sure the information you put on the form, such as the name of the account, is accurate. If you are not sure, check with the CTA reconciler or approver. The authorizing signature on this form should be the person whose name appears on the ATTN: line of the CTA statement.

Copy of Card

In addition, the hotel may ask for a copy of the front and back of the card. CTAs do not have a piece of plastic like individual accounts. They are what the travel industry calls a "ghost" account. Make sure the hotel accounting manager understands that there is no card.

Verifying Authenticity

Since there is no card, you can very authenticity by mailing or faxing a copy of the first page of your most recent CTA monthly statement and/or a letter of authorization on college/school/department/University of Washington letterhead to the hotel. The person whose name appears on the ATTN: line of the CTA statement should sign the letter.

Hotel Documentation

Advise the hotel to fax or mail you the folio or a statement showing the breakdown of the total charge by room, night and guest name. This detail should be audited for compliance against applicable regulations and filed with your CTA documentation.

CVV/CV2 Number

UW CTAs have a 3 digit CV2 number. The CV2 number is an extra sequence of digits that a merchant may ask for. The use of the CV2 number is an added security/fraud reduction measure.
Travel agencies are not requesting the CV2 number at this time. However, if you book directly with the airlines by calling their reservations office or via their websites, they may have the CV2 procedure in place.

Help

If you have any problems, you or the hotel accounting manager should contact uwcts@uw.edu or 206-543-7171.

 

 

© 2014 Finance & Facilities, University of Washington     PRIVACYTERMS

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