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Off-Campus Space Rental

Space reservations and/or catering services usually involve a written vendor agreement with terms and conditions or a confirmation form verifying the details of the number of guests and meals without additional terms.

Those vendor documents that contain terms and conditions must be reviewed by Procurement and Contracting Services unless the department is using one of our Strategic Sourcing agreements. Check for existing strategic sourcing agreements using the steps listed here.

If an active agreement exists in KFS:

  1. Create a requisition in KFS and enter the agreement number in the Agreement number field.
  2. An automatic purchase order (PO) will be created. 
  3. Process a KFS Payment Request (PREQ) against the PO to pay the vendor.

If an active agreement doesn't exist in KFS:

Reserving Space Without Catering

The instructions below apply to facility/room rentals for which no entertainment charges will be expensed. These situations may include a booth rental at a fair, theatre rental for a presentation or class, or a conference room being used off-campus for a meeting.

  1. Complete a KFS requisition citing commodity code 90111603 (Meeting or banquet rooms).
  2. Electronically attach the vendor agreement to the document.
  3. A buyer will review the vendor terms, modify if necessary and sign the agreement.
  4. After the Agreement has been approved by the buyer, a Purchase Order (PO) will be created. 
  5. Process a KFS Payment Request (PREQ) against the PO to pay the vendor.

Reserving Space With Catering

  1. Complete a KFS Purchase Agreement (PA) of Agreement Type of No Cost: Catering or Lodging Event Agreement citing commodity code 90111603 (Meeting or banquet rooms).
  2. Electronically attach the vendor agreement to the document.
  3. A buyer will review vendor terms, modify if necessary and sign the agreement.
  4. Payment for the associated expenses should be made using the Corporate Card or in KFS on the Disbursement Voucher of Payment Reason Code of Entertainment Expense Voucher.