Hotel Credit Card Authorization Instructions

Hotel Credit Card Authorization Form (pdf)

Please use the following steps when booking local hotel reservations, for guests and departmental events, when paying by University credit card:

Department will phone the hotel property to make reservation.  Once desired accommodations are found, the department will provide the full credit card number.  This number should not be kept by the hotel in hard copy format for any reason.  The preferable process is that the card number will be entered by the hotel into their electronic, secured reservation system at the time the call is made.

Department will follow up with a fax or e-mail copy to the hotel of the "U of L Hotel Credit Card Authorization" form.  On the form, please note that only the first 4 digits and last 4 digits of the credit card number will be provided.  Only U of L Procurement cards are eligible for sales tax exemption status – No Personal Credit Cards.  Do not fax or e-mail the full credit card number to a hotel.

Also, from an internal control and security standpoint, departments should never fax a copy of the front and back of their card to any hotel.  Local hotels have been notified that they should not ask for this information.

Please keep in mind that departments also have the option of sending the hotel a purchase order number rather than using a procurement credit card.

If you have any questions or issues, or if a hotel is asking for something contrary to this process, please contact Mary Alexander-Conte, Director of Disbursements , in the Controller’s Office at 502-852-6273.