Louisiana State Employees

Louisiana State Employees

Guide to Travel

Guide to Travel

Regulations

Regulations

TRAVEL

:

• Review the State of Louisiana Travel Regulations. A

complete copy of the travel regulations can be obtained
at

www.doa.Louisiana.gov/osp/travel

.

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.

• 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)

-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.

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.

Travel with Over Night Stay

Travelers may be reimbursed for meals according to the

following schedule:

Breakfast: When travel begins at/or before 6:00 am of the

first day of travel and extends beyond 9:00 am on the last

day of travel, and for any intervening days.

Lunch: When travel begins at/or before 10:00 am of the first

day of travel and extends beyond 2:00 pm on the last day

of travel, and for any intervening days.

Dinner: When travel begins at/or before 4:00 pm of the first

day of travel and extends beyond 8:00 pm on the

last day of travel, and for any intervening days.

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.

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.

Tips for Making Hotel

Reservations and Checking into

Hotels:

1. When making reservations at a hotel please ask for a

State Government Rate.

2. Remember to bring a tax exempt form to avoid paying

sales tax (available at

www.doa.louisiana.gov/osp/travel

).

An administrator or your Travel Coordinator must sign the

tax exempt form. You should present this form to the hotel

upon arrival.

3. Make sure that you know the cancellation policy. (If you do

not cancel a reservation you may be charged the first

night’s stay).

4. Be sure you know what your booked rate includes

(breakfast, free local phone calls, etc.) to make sure you

are getting the best rate.

5. Confirmation numbers are proof of

reservation. Provide this number to the

front desk clerk.

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.

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.**

**Some employees are eligible for advances, based on
salary.**

Things you need to acquire during 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)

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.

• 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.

Travel Tips

1. Plan ahead. If you are unsure of the method to

handle something, call your Travel Coordinator and

ask.

2. Submit Travel Authorization and request special

approvals prior to travel taking place.

3. Obtain all necessary signatures before submitting the

expense account for processing.

4. Attach all required receipts to the expense account.
5. Turn in Travel Expense Account immediately upon

returning from trip to ensure timely reimbursement.

Where You Can Obtain

Further Information

• Online at

www.doa.Louisiana.gov/osp/travel

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