Clark Paulsen, Division Chief

On-line Hotel Reservations

Overview

ResX allows travelers to make hotel reservations at the State rate without first making airline or rental car reservations.

Employees are not required to use ResX for hotel reservations. Use of this part of the system is entirely the traveler's choice.

Below are instructions to guide the traveler through the process of reserving a hotel room.

Login to ResX

An employee must have a personal ResX account before ResX can be accessed and used. For instructions on how to request a ResX account, click here.

To begin, open ResX by clicking on the icon in the left margin or by logging in at https://www.resx.com/login/sw_caltrans/

Enter the following information and then click the GO button.

Employee ID:	Employee ID number (without the 's')
Password:	Personal password

After the traveler logs in a "Welcome page" will appear. The Welcome page references general Department travel policies, instructions, and refers the user to the Caltrans Travel Guide and ResX reference information, click continue to gain access to the Home page.

To make hotel reservations, click the Hotel icon on the Welcome page. The following screen will appear:

From this screen a traveler may:

• Reserve a hotel room.
• View or edit trip list.
• Review or change Travel Preferences.
• View the Department's travel policies.

The parameters are:

• Limit to preferred chains:
  The traveler can select up to three (3) preferred hotel chains from the drop down menus.
• Smoking Preference:
  Smoking or Non-Smoking
• Choose Preferred Credit Card
• Make Additional Request:
  (Example: Away from elevator)
• Preferred Rate Type:
  The default is Government Hotel Rate; you can change that to None which will look for the best rate available.

Enter Travel Plans

To begin your search for a Hotel; follow the directions below:

1. Travelers may restrict the hotel search by selecting specific parameters. The parameters are:
   • Search for hotels by Airport/Customer Location:
     Selection of this option will restrict the search for hotels to the general proximity of the airport. The traveler can specify the number of miles within which to search.
   • Search for hotels Near Address:
     The user may enter information from a street address at the destination to limit the search to hotels that are in the general proximity of that address. The traveler can specify the number of miles within which to search.
   • Search for hotels by Reference Point:
     Selection of this option will restrict the search for hotels to the general proximity of the reference point. The traveler can specify the number of miles within which to search.
   • Search for hotels by Specific Hotel:
     Selection of this option will restrict the search for only the requested hotel.

   Travel Preferences in the center of the page allows the users to

   • Limit to preferred chains:
     The traveler can limit the search for specific hotel chains by checking Limit to preferred chains option. By clicking Select the traveler can choose up to three (3) preferred hotel chains from the drag down menus.
   • Check In:
     Enter the date (i.e. mm/dd/yy) or click the calendar tool and select the date the traveler will be arriving at the hotel.
   • Check Out:
     Enter the date or click the calendar tool and select the date the traveler will be checking out.
2. Click Search.
   ResX will develop a list of hotels to choose from based on the traveler's travel preferences. Choose the hotel that meets the traveler's needs.
   
   
3. Click Select.
   
   
4. Click Reserve to secure the specific room type and hotel rate that meets the traveler's needs.

Billing Information

The traveler is required to enter personal credit card information to reserve hotel accommodations through ResX. ResX uses an encrypted (SSL) mode to safely secure and transmit personal credit card information to hotel establishments.

To add, modify, or delete a personal credit card, select either the Add a New Credit Card option to add a new credit card, the Edit option to modify existing credit card information, or the Delete option to remove a credit card. Follow the on-screen instructions to complete the process.

Cancel or Change Hotel Reservations

Hotel only reservations do not require Supervisor’s approval. Travelers do not have to use ResX to make hotel only reservations for State business. Hotel only reservation can be made by contacting the hotel directly.

However, if ResX is used and,

• Your supervisor is allowing your travel but did not respond to the related ResX approval request email, your room is booked so no action is required if you still plan to travel as scheduled.
• If your supervisor disallows/cancels your travel, your room is booked so you must cancel the hotel reservation directly with the hotel. 
• For any other change/cancellation you (the traveler) wish to make to the existing hotel reservations made through ResX, you must contact the hotel directly and request for the change/cancel the reservations.

The Department’s travel agent will not cancel/make changes to the hotel reservations. If the hotel reservation is not canceled by the traveler in a timely manner, the traveler will be responsible for all fees/penalties assessed by the hotel.  

Designating a Travel Planner

The Travel Planners category allows the account holder to view and designate travel planners authorized to make travel arrangements on his or her behalf. When designating a travel planner, the account holder must designate an individual who has an established ResX account. For more information on Travel Planners click here.

< Previous Page   |  Next Page >