Revised May 2018
PROCUREMENT CARD LODGING ACKNOWLEDGEMENT
KCTCS procurement card
to settle hotel/lodging
charges when on KCTCS
approved travel status.
With appropriate controls, the college can utilize the Level II procurement
card to settle hotel/lodging charges when on KCTCS approved travel.
NOTE: KCTCS prefers direct billing for more than 4 travelers to the same event.
Disallowed
Non-employees working on behalf of KCTCS and on approved work travel
status are not eligible for lodging paid with the procurement card. The
KCTCS System Office - System Director of Business Services may approve
an exception on a case-by-case stand-alone basis.
Procurement card Lodging Guidelines
All travel arrangements must be made using the most economical means available and feasible.
Lodging paid with the procurement card must be noted on the employee's travel reimbursement expense
report, and employee should sign and attach a copy of the itemized receipt as documentation. The itemized
receipt must be signed by the employee and turned in to the local procurement card administrator to be filed
with the procurement card statement.
The employee must contact the hotel prior to stay to find out if a credit card authorization form is required. If so,
the employee must not fax or email the full credit card number (only last 4 digits) nor should the 3-digit security
code be filled in, and the employee must provide any additional requested information to the hotel by phone.
The employee must verify with the hotel that all required information has been provided, including a KCTCS
Tax Exemption Certificate.
The employee MUST present a personal form of payment (personal credit card) at the time of check-in at hotel
for all incidentals including but not limited to: early check-in fee, room upgrade, room service, beverages,
snacks, movies, water, WI-FI, printing/faxing, gift shop, spa, valet, phone calls, shuttle services to and from
airport/hotel, concierge services, tips, gratuities, etc. The employee would then seek reimbursement through
the regular KCTCS reimbursement process for allowable charges. Wi-Fi charges may be reimbursed if used
for KCTCS Business with approval obtained from their Supervisor.
Employee would need prior travel approval from their supervisor prior to securing lodging.
Conference registrations that include lodging and meal deposit are acceptable on the procurement card if
required with conference registration.
When required by the lodging establishment, the employee’s lodging stay may be posted to the procurement
card in advance, provided there is a full refund cancelation policy in place. The employee has a responsibility
to notify the supervisor of any change of plans for a room that has been reserved on a procard, and must meet
the reservation deadlines for cancellation as provided by the hotel.
Other pertinent information
Hotels hold Procurement card information – at times a hotel may charge a card without expressed
permission/authority. It is the employee's responsibility to monitor their lodging bill.
Any incidental charges settled by procurement card will receive a violation (warning) and employee must
reimburse KCTCS in full within 30 days of the notification.
Any exception to procurement card charges for hotel/lodging must have prior written approval from KCTCS
System Office - System Director of Business Services and attached to the procurement card statement.
Parking is acceptable on the procurement card when included on the hotel receipt.
I agree to comply with the terms and conditions of this form and the applicable provisions of the procurement
card guide. I acknowledge receipt of the KCTCS procurement card lodging instructions and confirm that I have
read and understand the terms and conditions.
Person Requesting Expenditure: Printed Name
Employee Signature and date:
Supervisor of Person Making Expenditure:
Printed Name
Supervisor Signature and date:
