Hotel - Paying for another traveler

If you share your room with a co-worker on University/State business, your Travel Expense Report Form must name the other traveler. Each of you must list the other traveler on the Travel Expense Report and each must notate the name of the PCardholder who paid for the transaction.

Paying for another traveler when the cardholder isn't traveling

Your PCard may be used to pay for a non-cardholder as long as it is for official UF business. Some hotels require the cardholder be present. If you will not be present contact the hotel and see if they will work with you. You may find this UF vendor agreement form helpful dealing with the hotel. If you are booking multiple rooms ask for separate charge for each traveler.

The traveler must report the hotel stay on a Travel Expense Report (reimbursement voucher). On the form they must indicate that your PCard paid for their room.

Remember, only you, the cardholder, may use your PCard number. Do not give non-cardholder travelers your card, or card number. Guard your PCard account number carefully.