Using the Central Billing Card for Hotels on Egencia

Egencia Guide to Finding the Right Hotel (pdf)

Departments may book hotel rooms using the Egencia system and bill the charges (room & taxes only) to the University Central Billing card.  This will eliminate the need for travelers to charge their hotel room to their own personal credit card.  (They will still need to present a personal credit card at check-in for incidentals (parking, internet connection, phone calls, etc.)).  This option is available for all Egencia Preferred Rate and Expedia Special Rate hotels, however it would not be available for UofL Negotiated Rate Hotels (i.e. many local hotels, Red Roof Inns, Hyatt, LaQuinta, Wyndham, Wingate, etc.).  It would also not be available for Published Rates, AAA, AARP, or conference rate rooms where the organization has reserved a block of rooms.

The hotel room booking process is similar to the airline ticket process.  The traveler will be required to enter their speedtype and select an account code.  The Central Billing card will be charged the morning of their check-in.  Please make sure that you understand the penalties for changes/cancellations.  Also, if you have a change/cancellation, you would need to notify Egencia before the deadline.  Any no-show charges billed to the Central Billing card will be the department's responsibility.

For hotel reservations, there is no fee for any self-service reservations made on the Egencia website.  Any assistance that is required by an Egencia Agent will be assessed the regular agent-assisted fee.