SB 104, Session of 1997, authorizes payment of lodging expenses directly to lodging establishments on
behalf of state employees in travel status on official state business. SB 104 does not authorize advance
payment for lodging. This circular is intended to provide minimum requirements and basic recommendations
for payments in conjunction with this program:
Each payment voucher for lodging expense should include the following information:
Name of traveler(s)
Dates of lodging
Location of lodging
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. 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.
The number of rooms, daily rate (including taxes) and number of days should all be shown on the voucher
in order to calculate the voucher total.
Itemized billings should be accumulated and reviewed by the agency, but are not required to be submitted
to the Division of Accounts and Reports with the payment voucher. Charges for meals, room service, personal
phone calls, movies, laundry, and any other miscellaneous personal charges should be paid by the traveler
prior to or at the time of checkout.
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.
Direct payment of lodging does not supersede or replace any requirements for out-of-state travel approval,
approval to exceed lodging rates, or temporary high-cost designation. Agencies should continue to attach
appropriate approval forms or affix appropriate signatures to payment vouchers in accordance with the previous
instructions you have provided to the Division of Accounts and Reports on Form DA-26 (Paragraph 2101 of
the Employee Travel Expense Reimbursement Handbook).
SAM:JR
