Corporate Travel Planners
Airfare & Lodging Reservations
Overview
Corporate Travel Planners (CTP) is the university's designated Travel Management Company (TMC) for direct bill airfare and lodging reservations.
-
Booking Options
Online
CTP uses Concur, an intuitive and user-friendly online booking tool which offers the broadest selection of travel.
- Concur reservations are routed to CTP for final booking upon submittal.
Travel Agent
In lieu of booking online, CTP agents may be contacted directly for full-service reservation assistance.
- This option is particularly beneficial for multi-stop international travel and/or group travel.
Fully approved, 4-digit alphanumeric trip numbers (i.e. 334P) are required for all reservations.
-
Exceptions & Restrictions
- All airfare and lodging reservations must be booked through CTP, with the exception of the following circumstances:
- Travel reservations paid for by a third party,
- Special conference rate lodging reservations, or
- Reservation costs exceed departmental trip limits (check with your Account Manager).
- Basic Economy fare is blocked from booking due to airline-imposed restrictions, which are not offset by the slight cost reduction. Restrictions may include:
- No seat assignment at booking.
- No access to overhead bins.
- Only one bag allowed and must be under-seat size.
- Fare is non-refundable and/or non-changeable.
- No upgrades allowed.
- New ticket must be purchased for missed flights.
- All airfare and lodging reservations must be booked through CTP, with the exception of the following circumstances:
-
Hotel Virtual Credit Card FAQs
-
What is a virtual credit card?
Virtual credit cards (virtual cards) are secure, unique, single-use payment cards that can only be used for a single hotel reservation. Each card has a 16-digit number which includes the cardholder’s name, an expiration date, and three-digit CVV or security code.
-
How do virtual cards work?
- Travelers will book a hotel online via Concur or by calling Corporate Travel Planners (CTP), the university’s Travel Management Company (TMC).
- A virtual card is created automatically when the Concur reservation is completed.
- Conferma Pay, connected to CTP, automatically applies the parameters required for the virtual card, such as credit limit and validity dates based on the reservation details.
- The credit card authorization form is securely emailed/faxed to the lodging merchant at the time of booking and again two days prior to check-in.
- The merchant accepts the card number as a ‘Cardholder Not Present’ transaction.
-
What are the restrictions/parameters of virtual card charges?
- Room rate and tax only.
- Allowed incidentals such as parking, internet, etc. up to $100.00 per day.
- Allowance for two extra days' hotel stay if an extended stay situation arises.
-
What is the Conferma Pay mobile app?
- Recommended for virtual card users for access to a copy of the virtual card.
- Provides hotel booking information and allows travelers to re-send virtual card authorization forms to the hotel, if necessary.
- Register for Conferma Pay with your Texas State email (NetID@txstate.edu) to automatically link Concur bookings to your Conferma Pay profile and utilize the above features. Review the Conferma Pay quick guide on the Assistance Apps page for setup assistance.
-
What can I do in advance to minimize check-in issues?
Two days prior to check-in, contact the hotel to confirm the card authorization for your stay is on file and if any further documentation will be required.
-
How long is the virtual card available to the user in the Conferma Pay app?
Card details are available during the stay through two days after the trip end date.
-
What should I do if the hotel does not have the authorization form at check-in?
- Use the Conferma Pay mobile app to provide a copy or re-send it to the hotel.
- Should the hotel require their own authorization, use the Conferma Pay app to access card details to complete the form.
- Contact CTP via the below CTP Assistance options to resolve the issue.
-
Will I have to provide another method of payment when checking into the hotel?
- Yes, you will have to provide a personal card at check-in for incidentals that can billed to the room, such as entertainment and onsite market/dining purchases.
- The hotel will process an authorization on the personal card provided, so it is best to supply a credit card as opposed to a debit card. Note: Debit cards typically have a higher authorization hold than credit cards.
-
CTP Assistance
Online Help | Full-Service Reservations | Group Reservations | After Hours* |
---|---|---|---|
(877) 208-1396 | (800) 523-9036 | (800) 810-2695 | (800) 823-6582 |
(210) 366-9565 | (210) 530-0857 | ||
na.online@travelctm.com | txstate@ctptravelservices.com | groups@ctptravelservices.com | |
*Additional Fee Applies |