Purchasing

Lodging on the P-Card

Updated August 25, 2008

Out of State Travel Restrictions 

Effective immediately because of the current State financial condition which projects a $655 million deficit for the 2007-09 biennium, the Governor is imposing restrictions on out of state travel effective immediately. Until further notice, all out of state travel must be pre-approved by the Provost in Academic Affairs or the Vice Chancellor in Student Affairs or Business Affairs, for personnel in those respective Divisions. This requirement applies to any out of state travel that has not yet taken place, including events where registrations and airline commitments have already been made. Restrictions apply regardless of the funding source. Pre-approval is also required for Fleet Vehicle use for out of state travel.

Click here for more information and required forms. You are required to attach a copy of the completed, signed travel pre-authorization form to your p-card statement.

How to use a P-card for lodging

You may use your P-card to pay for 100% reimbursable lodging and hotel parking costs.  Note:  Incidentals are NOT allowed on the p-card.  Incidentals include phone calls, room service, laundry, movies, porterage.  If these expenses are reimbursable, seek reimbursement on a travel expense report (TER).

Required documentation includes an original hotel receipt showing:

  • Travelers Name

  • Dates of stay

  • Daily Room Rates (Maximum is $70 for all in-state counties other than Milwaukee, Racine and Waukesha where the maximum is $80.)  If you are seeking a higher reimbursement due to staying at a conference site, you must submit proof that you stayed at the conference site.  Typically a copy of the conference registration form would contain appropriate documentation.

  • Other applicable charges

A completed and appropriately signed copy of the Travel Expense Report (TER) including the following information:

  • Travelers name
  • Dates of travel
  • Purpose of trip

Reminder: For out-of-state travel, you MUST include a copy of the completed and appropriately signed travel pre-authorization form. 

Caveats:  When making reservations, be sure to check the hotel's cancellation policy.  Generally, if you fail to cancel in accordance with hotel policy, the "no-show" charges will be posed to the p-card.  The cardholder will be responsible for reimbursing UWSP for these charges.

 

Links to assist you: