Frequently Asked Questions
Updated: 01 October 2014
- As a frequent Gov’t traveler TDY to CONUS locations, finding available and appropriate commercial lodging at or below the per diem rate is difficult. Does a program exist that guarantees commercial lodging within the prescribed lodging allowance?
- Why the FedRooms® Program?
- What is the FedRooms® Program?
- How does FedRooms® obtain eligible commercial lodging at or below the prevailing per diem rate?
- What kind of lodging facilities are we talking about? Are they safe and clean?
- Where are the FedRooms® locations?
- What are the eligibility requirements to use FedRooms® properties?
- What if I go TDY to a location where there are no FedRooms® properties and/or the lodging rate is higher than the per diem allowance? Am I just out-of-pocket because the property is not under contract?
- How would I reserve one of the FedRooms® contracted properties?
1. As a frequent Gov’t traveler TDY to CONUS locations, I sometimes have trouble finding commercial lodging at or below the per diem rate. I've heard that there is a program that guarantees commercial lodging within the prescribed lodging allowance. Does such a program really exist?
Yes. FedRooms® is the General Services Administration (GSA) program and several others, including at least two Services (Army & Navy have eligible commercial lodging programs). See GSA FedRoomswebsite for further inquiries. Also, see the DTMO website at http://www.defensetravel.dod.mil/site/lodging.cfm for DoD’s Integrated Lodging Program Pilot (ILPP).a. The Services arranged for commercial rooms at/below per diem near Army/Navy installations. The programs (Army’s Lodging Success Program and Navy’s ‘Navy Elite’ program) should be checked through CTOs or as directed by Service regulations.
b. FedRooms®, formerly known as The Federal Premier Lodging Program, is GSA’s Gov’t-wide lodging program and is FEMA compliant for safety issues. The GSA program offers commercial lodging at/below per diem and provides direct lodging access through the FedRooms® official website, https://www.fedrooms.com/.
2. Why the FedRooms Program?
The Gov’t spends billions a year with the lodging industry. FedRooms® consolidates the Gov’t's buying power in the commercial marketplace and leverages it to provide consistent, good quality, cost-effective lodging to federal travelers.
3. What is the FedRooms Program?
The FedRooms® Program is built on the concept of Gov’t contracts with participating lodging properties to ensure that eligible federal travelers are guaranteed a room at an established price. FedRooms® is a way for eligible federal travelers to be assured of a room at a reasonable rate.
4. How will FedRooms help me get a room at or below the prevailing per diem rate?
FedRooms® results in more available guaranteed-price lodgings at negotiated discounted rates because of the Gov’t buying power. Contact the CTO for assistance if FedRooms® rates or lodging is not available in the travel system.
5. What kind of lodging facilities are we talking about? Are they safe and clean?
According to GSA, the FedRooms® contracted properties are good quality commercial lodgings at economical rates and are geographically convenient to federal business travelers. GSA established a diverse range of criteria to use in considering prospective properties. The quality factors include the facility, management, facility operation and the location. Other important factors considered in selecting FedRooms® properties are:
a. FedRooms® properties comply with building code standards for persons with physical disabilities established by the Americans with Disability Act.
b. Contract properties must be listed with the Federal Emergency Management Agency list certifying that the property is in full compliance with the Hotel and Motel Fire and Safety Act of 1990.
c. FedRooms® properties have established corporate quality assurance programs.
d. Properties meet all safety and security requirements detailed in the FedRooms® contract.
e. Visits by an Evaluation Panel to prospective properties validate the information provided by the property and ensure that the property can perform and operate in compliance with the contract requirements.
f. Pricing. Only after all of the above is ratified, is pricing considered. The first objective is good quality properties for travelers.
6. Where are the FedRooms locations?
Participating vendors are available in the United States and numerous foreign locations. See https://www.fedrooms.com/.
7. Who is eligible to use FedRooms properties? If so, when?
FedRooms® rates are for Gov’t employees and uniformed personnel on official (PCS and TDY) business travel. Contact the CTO and ask for the FedRooms® rate under the booking code “XVU (Xtra Value for you)”.
See https://www.fedrooms.com/getThereWindow.html for participating properties.
Gov’t contractors, retired civilian employees/uniformed personnel, and current civilian employees/members on personal leave are only eligible for FedRooms® rates on a case-by-case basis if the participating property approves.
8. What if I go TDY to a locality where there are no FedRooms properties and/or a location at which the lodging rate is higher than the per diem allowance? Am I just out-of-pocket because the property is not under contract?
Actual expense allowance (AEA) may be authorized/approved by the AO when TDY lodging expenses are more than the prescribed rates IAW JTR, Ch 4, Part C.
9. How would I reserve one of the FedRooms contracted properties?
Federal travelers should use their agencies’ CTOs to reserve lodging accommodations when available. If Gov’t travel agencies are not available, other options are:
a. https://www.fedrooms.com/getThereWindow.html for participating vendors;
b. call the FedRooms® Help Desk for assistance, 1-800- 226-1741;
c. Email FedRooms at firstname.lastname@example.org; or
d. Contact the property directly.
BUT REMEMBER!! Travelers should use their agencies' CTOs to complete these reservations, if applicable.