125th fw dsg hotel reservation process training edited fouo

For Official Use Only - FOUO

Drill Status Guardsmen Hotel Reservation Process

for UTA/SUTAEffective for use beginning March UTA 2011

This does not apply to RUTA. Hotel lodging for RUTA are available at the discretion of Unit Commanders and are paid for directly from Unit funds via IMPAC card. Do not contact 125th Services Flight for RUTA issues. This is handled by your Unit CSA, First Sergeant, or Commander’s designee.


This training is the result of a Continuous Process Improvement (CPI) Event.

A CPI Product

Special thanks to the Team

Great Job!


Any member outside of 1.5 hours drive now qualifies for privilege• Do not misunderstand this as being a benefit• Privilege is subject to funding availability and

Wing/Group/Unit Commanders discretion

Who Qualifies


Lodging privilege is based off of information contained in vMPF

• Member is responsible for keeping address current in vMPF

• For help with vMPF, contact your Unit CSS or First Sergeant (Do not call Services)

vMPF


Step One

Member calls Hotel of their preference NLT ten (10) days prior to UTA to reserve room

Contact your Unit CSS, First Sergeant, or Services Flight for Hotel listings and phone numbers

DO NOT CALL 1-800 NUMBERS OR RESERVE ROOM ONLINE / MUST CALL NUMBERS ABOVE


Step TwoHotel confirms member’s eligibility to reserve room at contract rate based off of information contained in vMPF (list given to hotels by Services Flight

as updates are made)


Step Three

Member secures reservation with PERSONAL credit card

UNDER NO CIRCUMSTANCES WILL A GOVERNMENT TRAVEL CARD BE USED


Payment Methods

Best practice is personal credit/debit card

Last resort method


E-6 and Below• Eligible for lodging both Friday and Saturday nights • Receive half credit for room rate • May stay in their own room, but will be charged half

the contract rate per night’s stay• Member’s are responsible for finding a roommate if

they do not want to pay for half the room cost (two to a room, both stay at no charge)

• 125th Services will assist those that need roommates if asked within the 10 day window. Members that cancel their rooms on a routine basis, thereby causing financial burden for their roommate, may have their privileges revoked indefinitely

• 24 Hour Cancellation Applies (Hotel Policy)• Member billed personally for NO SHOW• Member is responsible for any additional room

charges


E-7 and Above

• Eligible for lodging both Friday and Saturday nights

• Receive full credit for room rate • May stay in their own room• 24 Hour Cancellation Applies (Hotel Policy)• Member billed personally for NO SHOW• Member is responsible for any additional room

charges


Things to Remember• This is not a benefit, but rather a privilege based upon eligibility of funds and

Wing/Group/Unit Commanders discretion (eligibility can be revoked indefinitely)• Members are responsible for ensuring vMPF stays current• All Members are eligible for lodging both Friday and Saturday nights• E-6 and below are charged half price (two members sharing a room stay free) .

Members that cancel their rooms on a routine basis, thereby causing financial burden for their roommate, may have their privileges revoked indefinitely

• E-7 and above may stay in their own room at no charge• Must use personal credit card to secure a room (Hotel may allow for cash…ask ahead

of time at hotel of preference)• 24 Hour Cancellation Applies (Hotel Policy)• Member billed personally for NO SHOW• Member is responsible for any additional room charges• ALWAYS utilize your chain of command first if you are experiencing issues or have

questions


References

1.AFI-34-246, 9 November 2007.2.AFI 34-246 ANG Supplement 1, 15

September 2005. (Currently under revision)3.HQ FLANG 34-246, 11 August 2002.


Questions?

125th fw dsg hotel reservation process training edited fouo

Self Improvement

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