While the Government (Gov) rate may seem like an attractive offer to book your trip, it comes with few protections and less flexibility than the rate a traveler gets if booked in the correct channels. Staying in program is imperative for travelers as it follows the protocols set forward by official government and military travel regulations.
Below is a common scenario that happens when military and government travelers fail to book through the proper channels:
A service member was doing a PCS move as he was in transit from his old base to his new one and taking leave enroute. The soldier booked his hotels and car on his own and not through the official channels (i.e. TMC, e2, Concur, or DTS). While driving on his way to his new duty station, the soldier was involved in a car accident resulting in his arrival being delayed to his new duty station. Fortunately, the soldier was not seriously hurt from the accident, but his new command didn’t know he was delayed as his trips were not booked on the official channels. When travelers book in the proper channels, they are afforded what’s known as “in-transit visibility”, meaning our Travel Managers and those with the Government and military can see how their trips are progressing in real-time. In this instance, had this soldier booked within program, the hotel he was heading to would’ve known about his car accident and known why he was delayed from arriving. If needed, our counselors could re-book the stay to avoid any cancellation or “no show” fees. This occurrence is unfortunately far too common.
Our travelers are protected by our Duty of Care promise as they complete their trips, whereas if they are on their own, they’re not afforded the same protections. At the most basic level, our duty of care provides information on where travelers are located according to the reservations we booked. Our tools can also help travelers and travel arrangers manage trip disruptions that can threaten essential work and a travelers’ well-being.
Travelers that book hotels through the CWTSatoTravel Hotel program are afforded several amenities and protections that aren’t always guaranteed when booking a military or gov rate published on other sites. All hotels in the CWTSatoTravel Hotel program in the U.S. and U.S. territory are FEMA certified. Participating hotels are required to offer a 4:00 pm or later cancellation on the day of arrival for domestic properties, and 24 hours prior to arrival cancellation policy for international properties, and rates at or below per diem. Properties are also not permitted to charge travelers often hidden property and online booking fees, early departure fees, or minimum stay requirements. Many other properties in our program also offer complimentary breakfast, free internet, parking, fitness centers, and provide loyalty points at your favorite hotel brands.
When booking directly under the hotel’s gov and or military rates the traveler is subject to the hotel’s terms and conditions. This may include an advance deposit, early departure fees and cancellation policies ranging from 1 day to 30 days. Failure to cancel within the hotel’s cancellation policy can result in the traveler being charged for a portion or the entire length of stay. In addition, rates may be over per diem, potentially leaving the traveler responsible for charges over the established per diem rate. By booking established government and military hotel programs, such as the CWTSatoTravel Government Rates program, travelers not only avoid these hidden charges but also receive support for disputing these charges. With over 19,000 properties participating in our program, we have you covered.
The Bottom Line
While it may be easier or more convenient to call or find the gov and military rate online, you’re still treated like just another traveler by the hotel. When you book through the proper booking channels, your duty of care, safety, and ability to get the job done are prioritized, ensuring that your mission or task can be done safely and efficiently.