How do I ask for a hotel, and what if my choice is over the cap?
You describe the trip. Laure searches inside the company's rules.
You describe your trip to Laure: the city, the dates, what you need. She looks at the hotels available and offers you a few.
She only offers hotels that fit your company's policy. If a hotel is over the cap, it does not appear, and Laure tells you why — you don't have to know the rule by heart.
If the amount needs approval, your request goes to the person named for it, and you can see that it is waiting for an answer. There is nothing else for you to do.