Lodging

University business travelers must use lodging accommodations that are necessary and reasonable.

• Hotels can be booked either through a UK travel vendor or any alternate vendor.
• The University is sales tax exempt for Kentucky hotels, and some out-of-state hotels as well.  See Procurement Service’s tax-exempt information (must login to Procurement Services website to view) for Kentucky and other applicable states.
• Your lodging receipt must show the name of the traveler, name of the hotel, dates of arrival and departure, room rate, type of credit card used for payment, payment for hotel charges and applicable taxes (“zero” balance).
• Rental Services (Airbnb’s, VRBO’s, etc.) are allowable for UK business travel.  The department needs to make sure that what they book is reasonable to meet their business needs.
  • The agreement of contract for the rental service will be between the employee and the rental host, not the University and the rental host.
    • The employee accepts responsibility for any incidents that may occur during their stay
• Any fees associated with the rental that are not usually charged by hotels, including but not limited to damage fees, insurance, additional guest fees, etc., are not allowable on the procard and would be considered a personal expense for which the traveler would be responsible.
• If the traveler chooses a rental larger than what is required for their business needs, the department must have documentation showing the cost of the rental is comparable to the cost of hotels in the area.