Search Committee Candidate Travel Instruction Sheet

Search Committee Candidate Travel Instruction Sheet


(Candidate should be provided with the “Candidate Travel Instruction Sheet”)


The following items are to be charged to the Human Resources Office, budget unit 22001 for Operating Fund Positions only.

 

1. Mileage - The state will reimburse candidates at a rate of $0.51 per mile. Both in-state and out-of-state travel will adhere to same reimbursement rules when driving a personal vehicle.

 

Over 99 miles then candidate must

  • rent a vehicle from the Enterprise Rent-A-Car's State Motor Pool Rental Contract; or
  • be reimbursed for 99 miles and cannot be reimbursed for mileage over 99 miles.

 

For out-of-state travel, when a candidate elects to drive instead of flying, the employee is limited to reimbursement of 99 miles when using a personal vehicle.  The candidate can request a rental car if they can demonstrate it is a lower cost than the flight.

 

A Travel Approval for Non-State Employee form must be completed in order to receive mileage reimbursement.

 

If one of our current employees picks a candidate up at the airport using their personal vehicle, we will reimburse our employee for their mileage to and from the airport up to the 99 mile per travel day rate.

 

2. Meals- Meal reimbursement from Budget Unit 22001 will be covered for the candidate only. Meals will be reimbursed up to $46.00 per day (Per Diem, per allowable schedule for Hammond - Breakfast $9.00, Lunch $13.00, Dinner $24.00). Meals for university employees taking the candidate out to eat may be covered through a departments’ Development Foundation funds. Search committee chairs should discuss this possibility with their respective Department Head and/or Dean in advance.

 

3. Hotel/Motel Accommodations - The current approved state rate for hotel accommodations in the Hammond area is $77.00. Please refer to the State Travel Regulations for additional information on areas outside of Hammond. Therefore, the most we will be able to reimburse the candidate in Hammond is $77.00 per night plus tax.

*Note: When scheduling accommodations with local hotels, you should ask if they can provide a room at the “state rate” of $77 per night. Advise them that the candidate is traveling on official state business for Southeastern Louisiana University.

If accommodations cannot be arranged within the allowable state rate, a memo requesting an allowance for up to 50% above the state rate should be prepared and routed for approval through the appropriate Dean and Vice President. The form would then be routed to University President for final approval prior to the candidates’ travel.

 

Try to use lodging that will be within the travel limits. We will only reimburse the candidate for a maximum of two (2) nights unless you can document that it would be more cost effective to have them stay over an extra night to save on airfare. Try to schedule the visit to our campus so that only one night's lodging is needed.

 

 

HOTEL/MOTEL

PHONE

CITY

APPROX. DISTANCE

FROM CAMPUS

Hemmerling Guest House

(985) 542-5484

Hammond

1.9 Miles

Lexington Inn

(985) 345-0003

Hammond

1.9 Miles

Comfort Inn

(985) 429-0120

Hammond

2.1 Miles

Super 8 Motel

(985) 429-8088

Hammond

2.1 Miles

Hampton Inn

(985) 419-2188

Hammond

2.2 Miles

Magnuson Grand Hotel & Conference Center

(985) 345-0556

Hammond

2.7 Miles

Landmark Inn & Suites

(985) 542-9425

Hammond

2.7 Miles

Supreme Inn

(985) 345-1900

Hammond

2.9 Miles

Colonial Inn

(985) 345-2953

Hammond

3 Miles

Days Inn

(985) 419-1000

Hammond

3 Miles

La Quinta Inn & Suites

(985) 345-4742

Hammond

3.8 Miles

Friendly Inn

(985) 542-9939

Hammond

4.1 Miles

Microtel Inn & Suites by Wyndham

(985) 370-7378

Ponchatoula

5.7 Miles

Carter Plantation

(225) 294-7555

Springfield

9.8 Miles

 

4. Airfare Departments Heads may request to establish a departmental “Controlled Billed Account” (CBA) to be used for airfare and registrations only. If the Department Head chooses to establish the CBA account, he/she must agree to reconcile the account monthly to make sure the account is paid timely.

 

The candidate can make his/her own travel arrangements and will be reimbursed for airfare, hotel, meals, etc. within the specified limits listed above, after the travel has taken place. The department head is required to inform the interviewee that he/she may choose an agency to book his/her tickets but that we can reimburse only up to the state rate. It is the responsibility of the Department Head or Search Committee Chairperson to provide state rate information to the interviewees. If the candidate does not have a credit card and cannot pay cash for the ticket, the Department Head or Search Committee Chairperson may opt to charge the ticket to his/her own personal liability Corporate Card. When using either the Bank of America CBA or personal liability Corporate card, the interviewing department will need to provide a letter on University stationary to the candidate stating that the candidate is traveling on state business, interviewing for a position at Southeastern. This letter will need to be presented by the candidate to the airline when checking in at the airport. Please refer to the state travel regulations listed on the internet under the Controller's Office home page for more information.

 

5. Rental Cars- In-State Travel - The State has contracted with Enterprise Rent-A-Car for the State Motor Pool Rental Contract which use is mandatory (for travel in excess of 99 miles per day). Only the rental of compact or mid-intermediate model is reimbursable, unless non-availability is documented, or the vehicle will be used to transport more than two persons. A Vehicle Rental Request Form and a Hold Harmless Agreement (SLU) must be completed and approved prior to travel. Insurance related to rental vehicles is not reimbursable when traveling in the United States.

 

ENTERPRISE CAR RENTAL RESERVATIONS (24/7): 1-800-Rent-A-Car or ENTERPRISE.COM

National Account Number: NA 1403

 

Expense Accounts

Travel expense accounts are to be submitted in accordance with State Travel Regulations. For Operating Fund positions, candidate expense accounts must be approved by the Human Resources Director. Other fund positions must be approved by the respective budget unit head.

 

Expense account forms should be completed by the respective department listing the position the candidate is being considered for. For Operating Fund positions, the department head will need to initial the form indicating review and approval and forward the expense account to the Human Resource Director for approval, as budget unit head for 22001. The candidate will need to turn in their travel itinerary to the interviewing department before leaving campus. Please note that candidates will need to submit original receipts, including the airline tickets and itinerary. Therefore, these may need to be mailed back to the department after the candidate returns home. Be sure the candidate’s social security number is listed on the expense account form.

 

If you have any questions, please do not hesitate to contact the Travel Desk in the Controller's Office for further clarification on travel regulations.

 

PLEASE NOTE: All expense accounts for the candidate and University personnel receiving reimbursement of expenses related to candidate travel should be submitted for payment at the same time in order to avoid possible overpayment and duplication of meals, etc.Meals for current Southeastern employees entertaining candidates for interviews will not be reimbursed through budget unit 22001 or any other Southeastern budget unit. Also, current Southeastern employees being interviewed will not be reimbursed for any interview related expenses.

 

All international travel must have special approval. Contact the Travel Desk @ 985-549-2089 for more information.

For more information on State Travel Regulations visit http://doa.louisiana.gov/osp/travel/traveloffice.htm

STATE CONTRACTED TRAVEL AGENCIES:

 

Shorts Travel Management
1203 W. Ridgeway Avenue
Waterloo, IA

Toll Free: (888) 846-6810
Fax: (319) 433-0847
Email: state@shortstravel.com
website: www.shortstravel.com/la
True North Travel Solutions
*Note: Motor Coach Travel Only
1923 West Cullum Avenue, FL 2
Chicago, IL 60613

Direct: (312) 698-8991
Fax: (312) 284-4802
email: nick@truenorth-travel.com
** PLEASE NOTE THAT THERE IS A $15 CHARGE PER CALL FOR AFTER HOURS SERVICE
1-888-846-6810
After 5 p.m. and on weekends.
This service is for after hours travel only and not for booking advanced travel.

 



CONTACT USCAMPUS MAPDIRECTORIES |  GIVING  | MOODLELEONETWEBMAIL