Book a hotel 

Use this procedure to search for and book a hotel. 

You can choose to create a trip beforehand via the Trips page. Any bookings you make must eventually be added to a trip. 
If you might need to edit or cancel the hotel booking in the future, be sure to select a hotel and room rate that allows for free cancellation. 

1. Log in to the Online Booking Tool.
2. Click Book on the main menu.
3. Select the Hotel (bed) icon on the left. 
4. Enter the location or the name of the hotel where you want to book. The location can be an address, a city name, an office location, or the name of an airport. 
5. Enter the from and to dates for your hotel booking. 
6. Select any special rates that may apply (e.g., Senior, Government/Military). The default setting is Regular rates.
7. Select the number of travelers.
8. Click Search Hotels. The Hotels page will show hotel options that match the criteria you entered. 
   • You can switch between List view and Map view using the toggle on the top left. 
   • The median rate for the location searched will also be displayed (if this has been enabled by your administrator). 
   • If your company has specified preferred hotels or hotel chains, these hotels will be designated with a Preferred banner and you may be eligible for special rates or additional amenities. To limit the hotels shown to only those designated as "preferred" by your company, select the Company preferred only filter (under Popular filters).
9. You can select any of the following filters to limit your list of options:
   
   • Hotel name - you must enter a name to apply this filter
   • Property type (Hotel, Apartment, Bed and Breakfast)
   • Show out of policy - under Popular filters. It is selected by default, but you can turn it off.
   • Show sold out properties - under Popular filters.  Sold out locations will not be shown unless you select this.
   • Loyalty program
   • Hotel chain - select one or more
   • Rate type (AAA, Government, Senior, Regular) - default setting is "Regular rates"
   • Amenities (Free breakfast, Local parking, etc.) - select one or more
   • Property rating
   • Price
   • Search radius (from the location you entered or a city center) - default setting is "Less than 20 miles"
   • Payment (Pre-paid or Pay at property)  
   • Eco certified - under Popular filters 
   • Free cancellation only - under Popular filters
10. You can click Sort by to sort the hotel options as needed. 
    
11. Click View rooms to view details for a particular hotel listing. The hotel's various room rates will displayed along with your check-in and check-out dates and times as well as room photos (if they are available) and room amenities. You can choose to filter by loyalty points, cancellation policy, rate type, payment type, price, amenities, or beds. 
12. Click Select to proceed with a particular room rate. The Checkout page will be displayed. 
13. The Checkout page allows you to review any hotel and room rate details and limitations, review and update traveler contact information, enter loyalty program information (if not automatically uploaded) and select any special requests (crib, rollaway bed, accessible room, early/late check-in). Review and update this information as needed. Then: 
    • select a trip for your hotel booking (for the Trip field). You can either select an existing trip or create a new one. 
    • select a payment method. In some cases, a default payment method may already be selected or your company may only allow specific payment methods to be used. 
    • enter any company-specific information that may be required (e.g., Reason for Travel).
    • review any important travel updates. 
14. Select the I have read and accepted the EPS Terms and Conditions of Travel checkbox.
15. When you are ready to complete your booking, click Book Hotel. Your selected hotel and room rate will be booked. 

You will receive an email confirmation of your hotel booking.

If enabled by your administrator, you can book for a guest by clicking the Book for a guest toggle. This will change the traveler name to Guest traveler (your name will still be listed below that). 

Note: For any hotel bookings within your upcoming and completed trips, you can click Book again to search for availability for that hotel on the same or different dates, for yourself or another traveler. Spotnana will indicate if the previously booked hotel is available or not.