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State Purchasing

Quarterly Sales Reporting FAQs

  1. How do I complete a report?
  2. How do I get my Hotel Rate Agreement (HRA) number?
  3. I’ve forgotten my password and username for the online hotel registration system. How do I get it?
  4. One of the state travelers paid different rates during the same period of stay.
  5. What happens when a Texas State/CO-OP traveler was not given the state contract rate?
  6. When is the report due?

1. How do I complete a report?

  1. When you are ready to complete the report, in your email program, open the email received by stmp@cpa.state.tx.us, and click on the hyperlink provided.
  2. Complete all the fields in the section titled “General Information”. These fields are: Hotel Rate Agreement Number, Hotel Name, Hotel Address, Person Preparing Report, and Phone Number.

  3. Click on “Next”
  4. Complete all three fields for each month of the reporting quarter. These fields are: “Total Room Receipts”, “Total Number of Room Nights”, and “Total Number of Transactions”

    For your reference:

    • “Total Room Receipts” equals the total revenue amount collected for the month, excluding taxes
    • “Total Number of Room Nights” equals the cumulative total number of nights stayed by travelers for the month being reported
    • “Total Number of Transactions” equals the cumulative total number of unique transactions being reported for the month

  5. At the bottom of the page, select the bubble next to the word “Yes” to certify that the information submitted in this report is correct and true to the best of your knowledge .
  6. Click on “Done” to submit the report.

2. How do I get my Hotel Rate Agreement (HRA) number?

Go to https://portal.cpa.state.tx.us/hotel/

After logging in, you will see a link to your hotel property’s online application, preceded by the numbers “12_” which stands for the corresponding contract term 12.

3. I’ve forgotten my password and username for the online hotel registration system. How do I get it?

Send an email to stmp@cpa.state.tx.us requesting your password and login information. Please include your hotel name, hotel address, your first and last names, and your job title in your email.

4. One of the state travelers paid different rates during the same period of stay. (i.e. a higher rate than the hotel property’s state contract rate)

You will only be responsible for reporting the travelers who paid your hotel property’s state contract rate.

If a traveler was charged different rates during the same period of stay, only the nights charged your hotel property’s state contract rate(s) will need to be reported.

5. What happens when a Texas State/CO-OP traveler was not given the state contract rate at my hotel property?

You will only be responsible for reporting only the travelers who have been coded under the state contract rate code.

If the traveler is offered a rate lower than your hotel property’s state contract rate, you will be required to report the traveler, since your property has chosen to allow travelers to ask about lower rates.

6. When is the report due?

The report for each quarter will be due at the end of the 1st month following the reporting period.

  • 1st Quarter’s report will be due on Jan. 31 for the reporting months Oct., Nov. and Dec.;
  • 2nd Quarter’s report will be due on Apr. 30 for the reporting months Jan., Feb. and Mar.;
  • 3rd Quarter’s report will be due on Jul. 31 for the reporting months Apr., May and Jun.; and
  • 4th Quarter’s report will be due on Oct. 31 for the reporting months Jul., Aug. and Sept.

If your questions have not been answered by the above FAQ’s, or you have additional questions, please contact STMP by email at stmp@cpa.state.tx.us or by phone at 512-463-3435.

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