Lodging in the Local Area

1. The pricing below is for standard rooms only and does not include suites or executive rooms. Rooms are provided at Not Last Room Available (NLRA). If the hotel is almost sold out they may not honor the below pricing.
   • Procedures

1. Contact the hotel of your choice. You must call or email the point of contact. Do not make reservations online.
2. Provide Mason’s contact name and email address, the purchase order (PO) number, the “Corporate ID#” (if listed), the name(s) of the person(s) staying at the hotel, the department name, and the department fund/org number.
3. These contracts have been established as direct bill accounts for room and tax only. Individual guests are responsible for all other expenses.
4. The basic allowable rate per night is $98 in Prince William County.
5. The rates are as follows for Arlington and Fairfax:

6. Primary  Destination	County	2022  Oct	Nov	Dec	2023  Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep
   District of Columbia	Washington DC (also the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington and Fairfax, in Virginia; and the counties of Montgomery and Prince George’s in Maryland)	$257	$188	$188	$188	$188	$258	$258	$258	$258	$172	$172	$257

7. When the rates listed in the table exceed the basic rates noted above, please annotate the Travel Authorization with the statement “using contract rate negotiated by Mason Purchasing Department”.
8. If selecting a local hotel is not listed in the table, and the rate exceeds the basic rate, departmental representatives must submit a written justification to Accounts Payable.

Note:

If you call a hotel and the person listed as the contact, is no longer there, please ask for the sales or marketing department. Please advise them that Mason has a contract in place under the purchase order or contract number listed below. If necessary, the Purchasing Department will fax or email the hotel a copy of the purchase order/contract.