Travel

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Louisiana State Employees
Guide to Travel Regulations
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TRAVEL
Step One
Become Familiar with State Travel Guidelines

• Review the State of Louisiana Travel Regulations.
  A complete copy of the travel regulations can be
  obtained at www.doa.Louisiana.gov/osp/travel.

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This form can be obtained in the Office of
Human Resources. All travel must be authorized
and approved in writing by the head of the
department from whose funds the traveler is paid.
All travelers must then submit this completed
and signed form to HR within seven to ten
business days prior to travel. Supporting
documentation such as justification of travel,
confirmation of registration fee, agenda, etc.
must be attached to the Request for Authorization
to Travel Form.
Step Two
Request for Authorization to Travel Form

• All fields pertaining to your travel must be
  completed. Please take note of the following
  fields which require detailed responses
• -Departure and Return When are you leaving and
  returning? (specify the date and time)
• -Budget Code What department is sponsoring your
  trip? Please do not send to HR with this item
  blank. (include fund, organization, object, and
  program codes)

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Request for Authorization to Travel Form Continued

• -Purpose of Travel Why are you traveling?
• -Estimated Expenses What were you quoted for
  hotel, airline, registration etc
• -Special Approval Requested Check items that
  apply and provide justification in the designated
  area.
• -Advance Requested Select yes to request that
  registration be paid on your behalf prior to your
  travel an advance of travel funds for
  individuals pending/denied a Bank of America
  Corporate Travel Card and/or airfare to be paid
  on your behalf.
• -Signatures Provide all signatures as
  designated.

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Single Day Travel

• Meals are not eligible for reimbursements on
  single day travel. This means that when an
  authorized traveler of the State is in travel
  status where no overnight stay is
  required, no meals are eligible for
  reimbursement.

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Travel with Over Night Stay

• Travelers may be reimbursed for meals according
  to the following schedule
• Breakfast When travel begins at/or before 600
  am of the first day of travel and extends beyond
  900 am on the last day of travel, and for any
  intervening days.
• Lunch When travel begins at/or before 1000 am
  of the first day of travel and extends beyond
  200 pm on the last day of travel, and for any
  intervening days.
• Dinner When travel begins at/or before 400 pm
  of the firstday of travel and extends beyond
  800 pm on thelast day of travel, and for any
  intervening days.

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Meals Allowance Including Tax and Tips

• Receipts are not required for routine meals
  within these allowances. Partial meals such as
  continental breakfasts or airline meals are not
  considered meals.

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Routine Lodging Allowances

• Employees will be reimbursed lodging rates, plus
  tax. Receipts are required.

The State Travel Office does not enter into
contracts with any hotel properties. Specific
hotel properties where a traveler must stay are
not mandated. The State Travel Office only states
the maximum dollar allowance a traveler can be
reimbursed for lodging. The important thing to
note when making travel arrangements is to seek
hotel reservations as early as possible. That
will increase the opportunities to find a rate at
or below state contract. Be sure and write down
the reservation number as well as their
cancellation policy. If travel plans have to be
changed or cancelled, then you must cancel your
reservation within the allowable time frame.
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Tips for Making Hotel Reservations and Checking
into Hotels

• When making reservations at a hotel please ask
  for a State Government Rate.
• Remember to bring a tax exempt form to avoid
  paying sales tax (available at www.doa.louisiana.g
  ov/osp/travel). An administrator or your Travel
  Coordinator must sign the tax exempt form. You
  should present this form to the hotel upon
  arrival.
• Make sure that you know the cancellation policy.
  (If you do not cancel a reservation you may be
  charged the first nights stay).
• Be sure you know what your booked rate includes
  (breakfast, free local phone calls, etc.) to make
  sure youare getting the best rate.
• Confirmation numbers are proof ofreservation.
  Provide this number to thefront desk clerk.

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Mileage

• Reimbursement from official domicile to area of
  travel based on most direct route. (Mileage is
  not reimbursable in domicile.) Mileage shall be
  computed on the basis of odometer readings from
  point of origin to point of return.

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Do I Qualify for an Advance?

• All travelers must apply for a Bank of America
  Corporate Travel Card. Forms are available in the
  Office of Human Resources.
• Completed applications must be submitted to HR.
• A travel advance will be given if you are denied
  a Bank of America Corporate Travel Card and
  denial is on file.

Some employees are eligible for advances, based
on salary.
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Things you need to acquire during your trip
Step Three
Go On Your Trip

• Parking receipts
• Transportation receipts
• Original hotel receipt
• Navigant Official Airline Ticket Receipt
• Odometer readings for departure and arrival
• Time of departure and arrival
• Receipts for all official business communications
  (phone, fax, internet use, postal services)

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Step Four
Travel Expense Account Form

• This form is available in the Office of Human
  Resources.
• All travelers seeking reimbursement must submit
  this form to HR within 30 days of their return.
• All fields pertaining to your travel must be
  completed.

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Step Five
Your Travel Expense Check

• All reimbursement checks will be available for
  pickup in the Business Office, upon notification.
  
• If an advance was issued and it exceeds your
  allowable travel expenses, you will receive
  notification of the amount that is to be returned
  to the Business Office, along with an audited
  copy of the Travel Expense Account Form.

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Travel Tips

• Plan ahead. If you are unsure of the method to
  handle something, call your Travel Coordinator
  and ask.
• Submit Travel Authorization and request special
  approvals prior to travel taking place.
• Obtain all necessary signatures before submitting
  the expense account for processing.
• Attach all required receipts to the expense
  account.
• Turn in Travel Expense Account immediately upon
  returning from trip to ensure timely
  reimbursement.

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Where You Can Obtain Further Information

• Online at www.doa.Louisiana.gov/osp/travel

Further questions call Barbara Bordelon, Travel
Coordinator, 337/491-2642