In some cases, it may be desirable to contact the hotel directly for reservations. Reservations should be confirmed by using the appropriate "800" number.
The KSU official travel agency “will guarantee for late arrival” all hotel reservations for personnel, whether or not they will be arriving later than the normal check-in time of 6 p.m. In most cases, the hotel will ask for credit card guarantee.
Because of the different hotel cancellation policies, it is advisable to cancel unneeded space no later than 3 p.m., local time of the hotel, on check-in date.
Normally hotel “no-show” bills are an unnecessary expense and not reimbursable to the Association. The traveler should cancel any unneeded hotel reservations directly or through the KSU official travel agency. Be sure the cancellation number, date, time, and name of the person who handled the cancellation are documented in case there are any discrepancies later. Employees will be held financially responsible for “no-show” charges, unless incurred for reasons beyond the traveler’s control.
An employee should always confirm at the hotel check-in desk that the corporate discount or appropriate room rate is being honored. The employee may also inquire to see if hotel is offering any special or promotional rates which are lower than the rates quoted at time of reservation.
Personal expenses such as valet service, beauty salon charges, and/or room movie charges are the responsibility of the traveler. One telephone call, of reasonable length, may be made to traveler's family daily.
When checking out of hotel, inspect your final hotel bill carefully. Please examine meal charges, telephone charges, room rates, etc. Do not sign charge slip if any item is in dispute. There must be details supporting hotel/motel bill, itemizing all room charges incurred, attached to the expense report. Credit card slip with total is not sufficient.
KSU staff members and other persons who are authorized to travel on official KSU business are required to indicate the time of departure from and arrival at their permanent stations on their travel or monthly expense report forms when appropriate. For computing meals, official travel begins when you leave your home, office or other point of departure (permanent station) and ends when you return to the permanent station.
Permanent station may be defined as follows: The office to which the traveler is assigned; place of residence from which the traveler generally leaves to go to the office; other authorized point of departure or arrival. All reimbursements are calculated according to the OMB travel policy. Receipts are required for all expenditures for which receipts are normally obtainable.