Travel Information

 

THESE GUIDELINES SUPERSEDE ALL PREVIOUS TRAVEL REGULATIONS.

Please be sure to check the State travel website for updated information. 

 

Travel Pocket Guide 2020-2021

PPM49 Travel Guide 2020-2021

Travel Checklist


Expense Account Form - FY2021

Current Travel Updates

 Addendum #01 Tier I and Tier II Lodging Rate Changes

  • Vehicle Rentals – Effective June 1, 2020, the VLF (vehicle recovery license fee) for vehicle rentals from Enterprise increased from $0.38/day to $0.78/day.

  • Cash Advances – Cash advances must have an original and itemized receipt to support all expenditures in which a cash advance was given, including meals.

  • Mileage Rate - Decreased from $0.575/mile to $0.57/mile. The maximum of 99 miles per trip remains in place.

  • Lodging and Meal Rates – Tier rates for lodging and meals have changed. Please refer to the travel guide or below for the new rates.

  • Conference Lodging Allowance – Employees may be allowed conference lodging rates with a receipt and documentation showing the actual conference rate.

  • New Orleans Airport Parking – Only USPARK’s uncovered parking is reimbursable with a receipt (as published on USPARK.net).

  • Special Meals - Sign-in sheets are required for authorized special meals served in conjunction with a working meeting of departmental staff.

  • Airfare - The state’s current mandated travel management company, Short’s Travel Management, is effective through December 31, 2020. Effective January 1, 2021, the state’s mandated travel management company will be Christopherson Business Travel.

Policies

 

State Travel Policies and Procedure
Louisiana Travel Guide - provides complete travel regulations

Southeastern Travel Policy

Safe Driving Policy

Forms

General Information

State Travel Regulations state that Expense Account forms for travel must be turned in no later than thirty days following travel.  Failure to turn in expense accounts on time could jeopardize reimbursement.

Registration fees may be paid for with Pcard (within Pcard policy).  All other travel expenses must be paid for by the employee and reimbursement to be requested via an approved Expense Account form once the travel has concluded.  Registration and airfare that is purchased prior to travel may be reimbursed before the trip begins by turning in a completed Travel Advance Form with attached receipts.

Interviewees must have an approved TA and Travel Approval for Non-State Employee form.  Interviewees seeking travel reimbursement will need to complete the Vendor Set Up Form and Substitute W-9 Vendor Form (see Accounts Payable tab) to be able to receive a reimbursement.  All interviewee Expense Accounts must be signed by the Human Resource Director.  Additional information is available on HR webpage.  Consult the Human Resource Office for any questions concerning interviewee travel.

Anyone who is not an official state employee, and will be driving or transported in a state-owned vehicle and/or a vehicle which has been rented to the State of Louisiana must sign the Non-Employee Use of State Vehicle Acknowledgement (formerly known as Hold Harmless Agreement).  If you have any questions, you may contact the travel desk.

As a state agency, the university cannot reimburse Louisiana State Sales tax. 

  • For in-state lodging, please use the Hotel Tax Exemption Form.  The "Government Agency Representative" listed on the Hotel Tax Exemption Form should be either the Controller or the Assistant Controller.
  • For in-state Enterprise vehicle rentals, use the State Tax Exemption Form.

 

Travel Authorization (TA) Information

Travel Authorizations are to be done on-line in Peoplesoft Financials.  On-Line Travel Authorizations are required for in-state conferences or seminars and for ALL out-of-state and International travel.  The following points are offered for your assistance in completing TAs and Expense Accounts:
 

1. All TAs are to be submitted and approved prior to travel.  An approved TA will ensure the person traveling will be covered by the State Insurance and will be reimbursed for expenses within state travel regulations.  Travel without approval may result in non-reimbursement. In the event an online TA is not submitted and/or approved prior to travel, a late online TA must be submitted, including justification why it was submitted late, and approved before reimbursement can be processed.

 

2. When submitting a TA in which you are to be reimbursed by a department other than your home department, you must include both departments in the TA for approval.  If your home department is not reimbursing any of the travel expenses, leave the "Amount" field in "Ta Department Amt" empty.
 

3. When completing an online TA, remember to use the correct expenditure code to charge the travel expenses. 
 

4. International Travel: All international travel, whether traveling to or from international territories, must use the international account code.  The online TA system is designed to alert the appropriate office to obtain permission for international travel.  If the correct code is not used, this approval will not be obtained and travel outside the United States MUST be pre-approved in order to be reimbursed.

Expense Account Form Information

State Travel Regulations state that Expense Account forms for travel must be turned in no later than thirty days following travel.  Failure to turn in expense accounts on time could jeopardize reimbursement.

It is required that employees use the University's official online Expense Account Form  when turning in expenses for travel.  The Expense Account forms are located at the top of the page.

Expense Account forms MUST show the W# and faculty (campus) box number (or mailing address) of the person submitting the Expense Account in addition to the Budget Unit number.  It is permissible to include more than one field travel trips for the same person on an Expense Account form; however, do not put more than one PERSON on an Expense Account.  Also, please do not refer to more than one TA on an Expense Account - each TA requires a separate Expense Account.

All travel related expenses must be included on the Expense Account form.  This includes expenses incurred on a Pcard, Central Billing Account (CBA),  and expenses that were paid for or reimbursed early with a Travel Advance.  These expenses should be noted as "PCard" or "Advance" accordingly.

A copy of the formal agenda and/or program for conferences MUST be attached to the Expense Account for meals to be reimbursed, per audit guidelines.

The supervisor of the Budget Unit Head must sign the Expense Account form when expenses claimed are to be reimbursed to the Budget Unit Head.  No one may approve their own Expense Accounts.

Airfare

State employees must purchase airfare through the State Contracted Travel Agency, Short's Travel Management.

Transactions made by phone or email have a $19.50 agent fee.  Tickets purchased using the website have a $2.00 booking fee.  Note that there is an additional $20.00 charge per call for after hours services (after 5 p.m. and on weekends).

The State always supports purchasing the "best value" ticket.  Once all rates are received, the traveler is to compare costs and determine which fare would be the "best value" for their trip.

 

SHORT'S TRAVEL MANAGEMENT

Toll Free: (888) 846-6810

Fax: (319) 433-0847

Email: state@shortstravel.com

Website: www.shortstravel.com/la

 

When creating a profile on the State's Short's website, note that Southeastern is listed under "TRUSTEES."  You must use your Southeastern email address when creating your profile.

***Effective January 1, 2021, the state’s mandated travel management company will be Christopherson Business Travel.

Lodging and Meals

Employees will be reimbursed lodging rates, plus allowable taxes and surcharges/fees according to the tiers below (receipts required).  When traveling in-state, a Hotel Tax Exempt form is to be used.  When lodging rates are higher than the listed tier rates, the traveler can complete and have approved the Hotel Overage Request form with all necessary documentation attached in order to receive maximum reimbursement.

Meal allowance includes tax and tips. Receipts are not required for routine meals, unless a cash advance was received.  Reimbursement for alcohol is prohibited.  Note: When a meal is included in the conference schedule, it is considered part of the registration fee - additional reimbursement will not be given for that meal.

 

*The rates listed are from PPM-49 2020-2021, policy effective until June 30, 2021.


TIER I

Breakfast $10 / Lunch $14 / Dinner $29 / Total $53

LODGING:

In-State Cities (except as listed)  $96

Alexandria/Leesville/Natchitoches $99

Baton Rouge - EBR $99, effective Oct 1, 2020


 TIER II

Breakfast $13 / Lunch $18 / Dinner $30 / Total $61

LODGING:

New Orleans - Orleans, St. Bernard, Jefferson and Plaquemine Parishes:

  • June - September  $136, effective Oct 1, 2020
  • October - December  $136, effective Oct 1, 2020
  • January - May  $158, effective Oct 1, 2020

Out-of-State Cities (except as listed in Tier III & IV)  $96


 TIER III

Breakfast $13 / Lunch $19 / Dinner $33 / Total $65

LODGING:

For all cities listed below  $170

Atlanta, GA;  Austin, TX;  Cleveland, OH;  Dallas/Fort Worth, TX;  Denver, CO;  Ft, Lauderdale, FL;  Hartford, CT;  Houston, TX;  Kansas City, MO;  Las Vegas, NV;  Los Angeles, CA;  Miami, FL;  Minneapolis/St. Paul, MN;  Nashville, TN;  Oakland, CA;  Orlando, FL;  Philadelphia, PA;  Phoenix, AZ;  Pittsburgh, PA;  Portland, OR;  Sacramento, CA;  San Antonio, TX;  San Diego, CA;  Sedona, AZ;  St. Louis, MO;  Wilmington, DE;  all of Alaska and Hawaii;  Puerto Rico;  US Virgin Island;  American Samoa;  Guam, Saipan


 TIER IV

Breakfast $14 / Lunch $21 / Dinner $36 / Total $71

LODGING:

Baltimore, MD;  San Francisco, CA;  Seattle, WA;  Chicago, IL,  Boston, MA  $212

Alexandria, VA;  Arlington, VA;  New York City, NY;  Washington, DC  $225

International Cities  $200

 

Parking

*The following is taken verbatim from PPM-49.

Baton Rouge Airport - the state’s current contract rate is $4.50 per day (receipts required) for parking in the indoor parking garage as well as the outside fenced parking lot at the Baton Rouge Airport. Documentation required to receive the contract price is the airport certificate and a State ID. If the agency does not issue a State ID, the traveler would need a business card and a driver’s license along with the certificate to be eligible for the state contracted rate. Airport certificate may be found on State Travel Office’s website at: http://www.doa.la.gov/Pcard/Travel/parking/BRairport.pdf

New Orleans Airport Parking - At this time, only USPARK's, uncovered parking is reimbursable with a receipt (as published on USPARK.net)

Travelers using motor vehicles on official state business may be reimbursed for all other parking, including airport parking except as listed in A and B above, ferry fares, and road and bridge tolls. For each transaction over $5, a receipt is required.

Tips for valet parking not to exceed $5 per day.

Motor Vehicle Travel

Travel with a personal vehicle is limited to 99 miles per roundtrip/day.  If you are traveling more than 99 miles, it is encouraged that you use a rental vehicle with the State's contracted vendors/rates (see below for details).

Rental vehicle expenses must be included in the online TA.  Also, an approved Vehicle Rental Request Form must be forwarded to the Controller's Office with the online TA number recorded on it.  Routine in-state field travel does not require a TA; however, it does require a Vehicle Rental Request Form.  This must be on file in the Controller's Office when the Expense Account is submitted for reimbursement.

The Vehicle Rental Request Form must be completed and signed by the person taking the trip, it must be signed by the appropriate Vice President for that budget unit, and then forwarded to the VP for Administration & Finance for signature before the trip is taken.

Employees are allowed up to the Standard Size Vehicle for rentals.  If you are traveling with more than 2 people and/or need a larger rental for a specific business function, you may request to be allowed a larger rental vehicle on the vehicle rental.  Provide justification why the larger vehicle should be allowed.

No State Agencies should be paying state taxes on instate vehicle rentals for official state business.  If you receive any invoice(s) where the taxes are added,please contact the Enterprise branch you rented the vehicle from to request that taxes are removed from your receipt.

Enterprise Rent-a-Car in-state and out-of-state account code is L142174

National Rental out-of-state discount code is NA1403

Hertz Rental out-of-state discount code is 70592

Foreign Currency Conversion

Currency Conversion Requirements for Foreign Travel

When requesting travel reimbursement, all expenses incurred in foreign currencies or exchanges of currency must be converted to U.S. dollars. The request for reimbursement must document the calculation using an approved foreign currency conversion methodology. Multiple methodologies may be used in a single trip. Travelers may utilize the following methodologies:

Onsite Exchange Rate: If the traveler converts U.S. dollars to a foreign currency, the traveler must provide the receipt showing the actual exchange rate. This single rate may be used for all expenses paid for with the converted currency, with the total of the expenses not to exceed the amount converted. Additional fees charged by the foreign currency exchange vendor may be reimbursed, if included on the receipt, itemized, and explained. Note: The receipt for the currency exchange cannot be dated more than 3 days prior to the first date of travel or after the last date of trip per the travel authorization form.

Credit Card Rate: If the traveler charges expenses to a credit or debit card, the card issuer will perform the currency exchange. The rate will be detailed on the traveler’s card statement, which may be used as documentation of the exchange rate. Additional fees charged by the card issuer for foreign currency transactions may be reimbursed, if itemized and explained on the statement.

Online Rate: The traveler may use the website OANDA.com for the historical currency exchange as a standard conversion rate. The OANDA website provides exchange rates on a daily basis. Documentation of the conversion rate should be provided for each date where an expense was charged. If a traveler does not provide any documentation of the currency exchange rate used, the online rate option will be used. Note: For lodging, a conversion should only be provided for the day of the charge, not for each day of the stay.

 

 

Contact Us

Controller's Office
SLU 10720
Hammond, LA 70402

(985) 549-2089 Phone
(985) 549-3802 FAX

travel@southeastern.edu


1-800-222-SELU