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Travel

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An administrator or your Travel Coordinator must sign the tax exempt form. ... All travelers must apply for a Bank of America Corporate Travel Card. ... – PowerPoint PPT presentation

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Title: Travel


1
Louisiana State Employees
Guide to Travel Regulations
2
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.

3
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)

4

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.

5
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.

6
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.

7
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.

8
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.
9
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.

10
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.

11
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.
12
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)

13
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.

14

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.

15
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.

16
Where You Can Obtain Further Information
  • Online at www.doa.Louisiana.gov/osp/travel

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