Hilton Garden Inn Reservation Procedures
Individual Reservations are available to UTEP departments and their business associates who are here to conduct business with the University at the following special rates:
- State employees may request the "State Rate". If available the traveler will be required to show state-employee identification and provide a tax exempt certificate at check-in.
- The "UTEP Rate" of $139.00 per night may be requested using UTEP's corporate ID, available from the UTEP Travel Office: travel@utep.edu or via telephone at (915) 747-5171.
Procedures for departments who are booking and paying for individual reservations(Direct Bill):
Booking Your Reservation
- Complete the UTEP Reservation Form
- Completed forms should be emailed to both:
- Or faxed ATTENTION Angie/Jonathan at 351-1020
- To ensure proper billing send your completed form via email (travel@utep.edu or fax (915) 747-6620 to the Accounts Payable Office
- NOTE: Direct Bill reservations will no longer be taken via telephone; reservations that will be billed directly to the University will need to be sent in via the reservation form.
Departmental Procedures:
- Individual reservations will no longer require a Purchase Order (PO) if a department is paying for the charges.
- University departments can make reservations and guarantee the room using the University card currently on file (a department CBA is not required).
- Department should provide a department name and contact with email and extension.
- Departments should provide a UTEP Account Number so that the Accounts Payable Office may charge the expenses:
- When paying with state funds (14 Account) amount is limited to per diem rates.
- If the charges exceed per diem limits please provide an additional local fund account number.
- Meals for state employees may be reimbursed from state funds in accordance with the state per diem limits.
- Departments should not pay from a "Hotel Folio" but await the invoice which is sent from the Accounts Payable Office requesting authorization for payment.
- The department will be given 5 business days to dispute any charges or return the authorization for payment.
- For any disputes the department should:
- Send an email to travel@utep.edu advising of the dispute with the subject title "Dispute"
- Conduct all negotiations with the Hilton Garden Inn.
- For 26-Grant Accounts the approval of the PI is required for payment either via email or signature, if no disputes are received. Department should reference VE5 RTA number or APS approval indicating ORSP has approved.
- For any disputes the department should:
- The Accounts Payable Office will remit payment on the 6th day on behalf of the department with the exception of 26 accounts which require the PI's approval.
Internal Billing Procedures for Hilton Garden Inn Invoices
- Invoices are received every Friday from the HGI and delivered to the A/P Assistant Director
- A/P Assistant Director will email/fax department for "OK to Pay"
- For 26-Grant Accounts the approval of the PI is required for payment
- PI approval is accepted via email or signature
- Contracts and Grants Accounting approval is required to verify allow-ability of the charge and the account number
- C&G accounting is authorized to correct/change the sub-account
- For 26-Grant Accounts the approval of the PI is required for payment
- Departments are given 5 business days to respond with "OK" or dispute as follows:
- If the department has a charge to dispute they must contact HGI directly; an email should be sent to travel@utep.edu advising of the dispute to avoid payment. On the subject title of email indicate "Dispute".
- On the 6th business Day A/P Assistant Director will process a VP2 document on behalf of the department given no disputes or no response
- Disputes are handled between department and HGI with the A/P Office logging for follow-up
Procedures for State Employees who are booking and paying for their own reservations:
- These individuals should book their own individual reservation using their personal credit card. State employees may request the "State Rate" and if available will be required to show their state-employee identification and provide a tax exempt certificate at check-in. Otherwise, they may request the "UTEP Rate".
- Individual room reservations can be made by contacting:
- For either the State or UTEP Rate call the Hilton Garden Inn front desk at (915) 351-2121, or
- For the UTEP Rate access their website at http://www.elpaso.stayhgi.com
- Contact the sponsoring UTEP department to access UTEP's Corporate ID
Procedures for Non-state Employees who are booking and paying for their own reservations:
- The "UTEP Rate" may be requested using UTEP's corporate ID:
- Individual room reservations can be made by contacting:
- The Hilton Garden Inn front desk at (915) 351-2121, or
- Access their website at http://www.elpaso.stayhgi.com
- Contact the sponsoring UTEP department to access UTEP's Corporate ID
- Individual room reservations can be made by contacting:
Visit http://www.myoncallportal.com and enter UT Group ID 100143CPPD21 to learn more about the services and benefits avaiable to you, gain access to pre-trip resources, and access the Global Risk Intelligence site for country specific health, safety and cultural information and advice..
If you have additional questions after reviewing the On Call International website, please contact Travel Services at (915) 747-5163.