Hotel Booking Information and Direct Billing

UT employees can make hotel reservations online through Concur, by contacting one of the university’s contracted travel agencies or by calling their hotel of choice. Use the information below for help in setting up direct billing and getting tax-exemption in Texas.

Hotel Tax Exemptions

You can get a tax exemption from most hotels in Texas when you travel on university business. To receive the exemption, you must present the following tax exemption certificate to your hotel upon arrival or when paying.

Download and complete the Texas Hotel Occupancy Tax Exemption Certificate (PDF)

What if a hotel doesn’t accept the tax exemption form?

If a hotel refuses to accept the tax exemption form, make a note of this on in your travel reimbursement request and the tax will be reimbursable.

Direct Billing

If you want to set up direct billing for your hotel reservation, take the following steps:

• When making your hotel/lodging reservations, let the hotel know you wish to pay through direct billing
• Once you determine that the hotel property has direct billing capability, contact Administrative Services or complete the Request for W-9 & Credit Letters form online to your designated hotel contact notifying them of University policy. Enrollment Management does not fill out credit applications or complete trade reference information.
• Follow up with your hotel contact to make certain they received the documents and that the hotel has agreed to direct bill you.
• Request a W-9 from your preferred hotel and submit it to EMFA via Vendor Set Up Request - PIF and Direct Deposit to add the hotel into UT's payment system.
• When booking your reservation, make sure that the hotel sends you the invoice for reconciliation and review of charges.
  
  • If Hotel Occupancy Tax is charged for a Texas hotel, contact the hotel to remove sales tax and return corrected invoice to you to confirm