Hotel - Lodging

Single Occupancy
The PCard can only be used for individual UF official business hotel stays.  The State allows single occupancy rate only.  If your receipt shows double occupancy and the other occupant was not on state business, you will need documentation from the hotel that the single and double occupancy rate were the same.  If you share your room with a co-worker on University/State business, your Travel Expense Report Form must name the other traveler.

Tax Exempt
If the hotel is in the State of Florida, remember UF is exempt from Florida sales tax. Often hotels require a hard copy of the Tax Exempt Form. Remember you were issued a wallet-sized version of the tax-exempt form. If you need another one, contact PCard@ufl.edu. If the hotel is outside the State of Florida, your PCard will pay the state sales tax.  

Separating Personal Charges
Important: When you make your hotel reservations AND when you check in, it is important to tell the hotel to separate hotel room charges from personal charges. Your UF Visa (PCard) can ONLY be used for hotel room charges. Any personal charges (meals, phone calls, etc.) MUST be charged to your personal credit card.  

Travel Expense Report (reimbursement voucher)
Ensure your travel expense report lists any and all other travelers you paid for and itemizes everything paid with a PCard.
Ensure that the other travelers expense reports itemizes everything you paid for their expense(s)

Receipts
Remember to get a complete, itemized hotel bill to your verifier within 3 calendar days of completing the hotel stay.    The electronic transaction must be approved within 8 days.

Hotel - Other Charges  

Meals are NOT an allowable charge to PCard.

Do not charge any other non-reimbursable expenses to your room/PCard.  

Other hotel expenses that are PCard-eligible ONLY when business-related include:

Business faxes
Internet access (for business purposes)
Business phone calls
Hotel garage parking

PCard charges for these kinds of services will require complete explanation on the travel expense report.

Cancellation
If you need to cancel a reservation ensure you give the hotel enough notice or you may be charged one night's stay.  You are personally liable for any charges or penalties resulting from failure to give proper notice of cancellation.  To verify the cancellation fee is allowable, you must file a Travel Expense Report (reimbursement voucher) which includes a justification stating the business reason the airfare was canceled. If a reservation is canceled for the convenience of the traveler, the cancellation may not be reimbursed from State funds.