Preferred Hotel Program
The Preferred Hotel Program is designed to reduce agencies' travel spending by maximizing the commonwealth's ability to contract at rates equal to or less than the U.S. General Services Administration (GSA) allowance. Each year, hundreds of Pennsylvania hotels can submit a solicitation and generate more "room nights" in their geographical area in exchange for the commonwealth agreeing not to send business to these hotels' competitors. Every "out-of-policy" hotel booking in an area where a preferred hotel is available reduces the integrity of the program and puts the commonwealth at a disadvantage in the next year's solicitation.
If a preferred property is not available within a reasonable distance of your work location - and for all out-of-state travel - the hotel selected must have a rate that is equal to or less than the GSA maximum allowable rate
for the area where the hotel is located.
How to Book
All hotels must be booked using SAP Concur, the commonwealth's online booking system.
If you do not have access to the system or if you are requesting to use the agency lodging card, you must book by following these instructions.
All agency lodging card reservations must be made at least three
business days in advance of your arrival date.
Travelers without an assigned SAP identification number must have their reservations made by an agency-assigned delegate.
Required After Booking:
REV-1220 Tax Exempt Form
In Pennsylvania, you must present a completed REV-1220 tax exempt form (PDF) at check-in to your hotel. Commonwealth travelers are exempt from all taxes except the state occupancy tax. Here is a REV-1220 sample (PDF), illustrating the correct way to fill out the form. REV-1220 Clarification from the Department of Revenue (PDF) states that commonwealth employees traveling on commonwealth business are exempt from hotel occupancy tax levied by Pennsylvania's local municipalities.