Employees may be reimbursed for actual lodging expense incurred, including tips to hotel porters, bellhops, doormen, and maids. The total amount for lodging and tips may not exceed the established lodging expense limitations established by the State of Kansas. Taxes associated with lodging are not considered when applying the maximum lodging limit to the traveler's lodging rate. Thus, the amount reimbursed or paid for lodging expense may exceed the established limitation by as much as the amount of associated taxes.
Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment must be submitted with the employee's travel claim form for reimbursement. Receipts provided to employees using express checkout are also acceptable provided that the dates of lodging, the daily room rate, and the total lodging charges are in agreement. Credit card tissue paper does not qualify as a lodging receipt.
Employees are not required to share lodging accommodations with other state employees when traveling. However, if employees choose to share lodging accommodations, one employee may be reimbursed for the entire room charge, with the payment vouchers for those staying in the room cross-referenced.
Payment of Lodging using PSU BPC
Payment of business lodging is allowed using PSU's BPC. A BPC Travel Form with a paid receipt from the lodging establishment showing method of payment must be completed. The lodging receipt must include a detailed description of all charges including dates of stay, base rate of the room, and applicable taxes and fees. These documents should then be turned in with the cardholder's monthly log. No personal charges are allowed on the BPC.
If the traveler does not have a PSU Procurement Card the departmental BPC may be used to cover lodging charges. The cardholder information needs to be given to the lodging establishment via a Third Party Authorization Form. Some hotel/motels require you to use their company specific form so the traveler should inquire as to form requirements when making their reservation. Questions concerning this procedure may be directed to the Business Office at Ext. 4168.
Direct Payment of Lodging Expenses
PSU may pay lodging expenses directly to lodging establishments on behalf of state employees in travel status on official state business. Advance payment to employees for lodging is not authorized.
Travelers authorized to bill lodging directly to the agency should be specific at check-in as to the appropriate agency to be billed for the charges. Prior to or at the time of checkout, travelers should pay all charges for meals, room service, personal phone calls, movies, laundry, and any other miscellaneous personal charges.
Each payment request for lodging expense should include the name of traveler(s), date(s) of lodging, location of lodging, daily room rate, and purpose of travel.
Only lodging (lowest available rate for normal single occupancy) and appropriate taxes (no sales tax within the State of Kansas) should be paid directly to the lodging establishment. Official telephone calls may also be paid directly to the lodging establishment if a statement is included on the payment voucher that the call is in accordance with an established agency policy.
Direct payment of lodging does not supersede or replace any requirements for out-of-state travel approval, approval to exceed lodging rates, or actual conference lodging reimbursement.
Reimbursement for Actual Conference Lodging
PSU may authorize payment or reimbursement for actual lodging expenses when an employee is required or authorized to attend a conference, and the lodging rate exceeds the applicable lodging expense limitation (including the additional 50%). The Business Office must be provided with conference materials indicating that the conference will be held at or in connection with a lodging establishment with rates exceeding both the applicable lodging expense limitation.
This provision may be used for the approved conference and for official state business related to the conference, and shall be applicable only to the state employee attending the conference. The term "conference" means any seminar, association meeting, clinic, colloquium, convention, symposium, or similar gathering that is attended by a state employee in pursuit of a goal, obligation, function, or duty imposed upon PSU or performed on behalf of PSU.
Meal allowance will be reimbursed at the regular meal allowance rate based on the location of the conference.