Kansas Department of Administration

4201 Direct Payment of Lodging

Posted on October 21, 2021 at 12:49 PM by Kansas Department of Administration

State agencies may pay lodging expenses directly to lodging establishments via either a check or an appropriate cardless P-Card on behalf of state employees in travel status on official state business. Advance payment for lodging is not authorized except one night of lodging may be prepaid with a P-Card if a deposit is required.

Agencies are encouraged to contact the lodging establishment in advance and make arrangements for the employee’s stay.

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 for lodging expense should include the name of traveler(s), date(s) of lodging, location of lodging, daily room rate, and purpose of travel. Itemized billings should be accumulated, reviewed, and retained with the payment documentation.

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 telpehone call 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.

(Reference: K.S.A. 75-3207a, K.A.R. 1-16-18(2))

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