This document outlines the hotel reservation process for drill status guardsmen attending unit training assemblies (UTAs) or special unit training assemblies (SUTAs). It specifies that members outside of a 1.5 hour drive now qualify for hotel lodging, which is subject to funding availability and commander discretion. The process involves members calling hotels at least 10 days in advance to reserve rooms using a personal credit card, and E-6 and below being charged half the room rate if staying alone. Cancellation policies and responsibilities are also covered.

1. Drill Status Guardsmen Hotel Reservation Processfor 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. For Official Use Only - FOUO

2. A CPI Product This training is the result of a Continuous Process Improvement (CPI) Event. Special thanks to the Team Great Job! For Official Use Only - FOUO

4. Privilege is subject to funding availability and Wing/Group/Unit Commanders discretionFor Official Use Only - FOUO

6. For help with vMPF, contact your Unit CSS or First Sergeant (Do not call Services)For Official Use Only - FOUO

7. 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 For Official Use Only - FOUO

8. Step Two Hotel 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) For Official Use Only - FOUO

9. Step Three Member secures reservation with PERSONAL credit card UNDER NO CIRCUMSTANCES WILL A GOVERNMENT TRAVEL CARD BE USED For Official Use Only - FOUO

10. Payment Methods Last resort method Best practice is personal credit/debit card For Official Use Only - FOUO

12. Receive half credit for room rate

13. May stay in their own room, but will be charged half the contract rate per night’s stay

14. 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)

15. 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

16. 24 Hour Cancellation Applies (Hotel Policy)

17. Member billed personally for NO SHOW

18. Member is responsible for any additional room chargesFor Official Use Only - FOUO

20. Receive full credit for room rate

21. May stay in their own room

22. 24 Hour Cancellation Applies (Hotel Policy)

23. Member billed personally for NO SHOW

24. Member is responsible for any additional room chargesFor Official Use Only - FOUO

26. Members are responsible for ensuring vMPF stays current

27. All Members are eligible for lodging both Friday and Saturday nights

28. 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

29. E-7 and above may stay in their own room at no charge

30. Must use personal credit card to secure a room (Hotel may allow for cash…ask ahead of time at hotel of preference)

31. 24 Hour Cancellation Applies (Hotel Policy)

32. Member billed personally for NO SHOW

33. Member is responsible for any additional room charges

34. ALWAYS utilize your chain of command first if you are experiencing issues or have questionsFor Official Use Only - FOUO

35. References AFI-34-246, 9 November 2007. AFI 34-246 ANG Supplement 1, 15 September 2005. (Currently under revision) HQ FLANG 34-246, 11 August 2002. For Official Use Only - FOUO

36. Questions? For Official Use Only - FOUO