LOUISIANATRAVEL GUIDE
2014-2015
CONTRACTED TRAVEL AGENCIES
SHORT’STRAVELMANAGEMENT
1203W.RidgewayAvenue
Waterloo,IA
TOLLFREE:(888)846-6810
FAX:(319)433-0847
EMAIL:
WEBSITE:
TRUENORTHTRAVELSOLUTIONS
*Note:MOTORCOACHTRAVELONLY
1923WestCullomAvenue,FL2
Chicago,IL60613
Direct:(312)698-8991
FAX:(312)284-4802
Email:
PLEASENOTETHATTHEREISA$15CHARGE PERCALLFORAFTERHOURSSERVICE
1-888-846-6810
After5p.m.andonweekends.
Thisserviceisforafterhourstravelonlyandnotforbookingadvanced travel.
INDEXPage
AgencyHostedConferences...... 28
AirTransportation...... 9-11
AirfareInstructions...... 39
AuthorizationandLegalBasis...... 3
CharteredAircraft...... 9-10
Contacts,TravelAgency……………………...... InsideCover
CorporateTravelCard……………………….………………………………………………………..………..…………….. 20
Cost-EffectiveTransportation...... 9
Definitions...... 3-6
GeneralSpecifications...... 6-7
FundsforTravelExpenses...... 7-8
Hotels…………………………………………………………………………………………………………………………37
InternationalTravel...... 28-29
LodgingandMeals...... 20-25
MealAllowances...... 24-25
MethodsofTransportation...... 9-20
MileageReimbursements...... 13-17
MotorVehicle...... 12-18
ParkingRelatedParkingExpenses...... 25-26
PublicGroundTransportation...... 19-20
ReimbursementClaims...... 8-9
ReimbursementforOtherExpenses...... 26-27
RevisionstoPPM49-Rev.forFY2014/2015...... 1-2
SpecialMeals...... 27–28
Taxi………………………………………………………………………………………………………………...... 19-20
Tiers(MealsandLodging)……………………………….……………………………………………………………….24-25
TelephoneExpense...... 26
VehicleRentalRate...... 31-36
Waivers...... 29
BOBBYJINDAL
GOVERNOR
Stateof Louisiana
Divisionof Administration
OfficeoftheCommissioner
KRISTY H.NICHOLS
COMMJSSIONEROF ADMINISTRATION
TO:ALLELECTEDOFFICIALS.DEPARTMENTHEADSAND PRESIDENTSOFCOLLEGE ANDUNIVERSITIES
FROM:KRISTYH.NICHOLS COMMISSIONER
DATE:JULY1,2014
RE:TRAVELPOLICIESANDPROCEDURES
Belowisasummaryofthenewtravelregulationadditions,changes,andclarificationsthathave beenmadeinthetravelpolicyforfiscalyear2014-2015.As always,thisisjustasummary,as PPM49shouldalwaysbereviewedinitsentiretyeachyear.
KeyAdditions/Changes/ClarificationstoPPM49:
S1504.8.2.b.METHODOFTRANSPORTATION,Am
ThisSectionhasbeenadded
Note:Costofapreferredorpremiumseatisnotreimbursable.Toavoidthesechargesor toavoidbeing bumped.atravelermustcheckinasearlyaspossible.Atravelershouldcheck inonline24hourspriortoaflightorcheck-inattheairportseveralhourspriortodepartureto obtainaseatassignment.Pleasebeawarethatitisastrictairlinepolicythatatravelermust check-in.ataminimum,priorto30minutesofdeparture.Theairlines areverystrictabout thispolicy.Airlinerulestypicallystatethatifyoudon'tarriveatleast30minutesbeforethe scheduledeparture,you mayforfeityourreservation.Theearlier youarriveatthegate increasesthechancesofretainingyouroriginalreservationandassuranceofaseatonthe flightpurchased.
SJ504.C.2.b METHODOFTRANSPORTATION,MOTORVEWCLE
Reiterationforvehicleandlumpsumallowances
When someone is granted a monthly vehicle allowance, they are not to request or be reimbursed for mileage, fuel or rental vehicles without prior approval from the Commissioner of Administration.
Sl504.C.23MOTORVEHICLE;PERSONALLYOWNEDANDRENTED Changeshavebeenmade in thesesectionstoincorporatetheexemptiongrantedfor membersofboardandcommissionsregardingthe99milesmaximumallowance.
Sl506LODGINGANDMEALS
Changes havebeenmadetolodgingandmealrates,whichultimatelyaffectsthesingle
day travel rates in sectionA.3 aswell.
Reviewthissectioninitsentiretyforcompletechanges.
1509 SPECIALMEALS
Changehasbeenmadetoallowforareasonabletip whenfoodis delivered froman outsidevendor. Tipsshouldneverexceed20%.
1512 WAIVERS
Clarificationbasbeentothissection
AllwaiversofPPM49mustreceivepriorapprovalfromtheCommissionerof
Administration. exceptinemergencysituations.
Remember,employeesshouldbetrainedattimeofhiringaswell asrefresherclassesconducted atleastonceayear. TheOfficeofStateTraveloffersmanylevelsoftraveltrainingandwillbe gladtoassistanyagency withthetrainingofyourstafftoensureyouremployeesarein compliance withtravelregulations. If youareinterestedintrainingclassesforyourstaff,please contacttheStateTravelOfficetosetupdatesandtimes.
EmployeestravelingonbehalfoftheStateareexpectedtocomplywiththisstatetravelpolicy
(PPM49).
Thankyouforyourcooperation.
POLICY AND PROCEDURE MEMORANDUM 49
S1501.AUTHORIZATIONANDLEGALBASIS
A. InaccordancewiththeauthorityvestedintheCommissionerofAdministrationbySection231 ofTitle39 oftheRevisedStatutesof1950andinaccordancewiththeprovisionsofthe Administrative Procedure Act, R.S. 49:950-968 as amended, notice is hereby given of the revisionofPolicyandProceduresMemorandum No.49,thestategeneraltravelregulations, effectiveJuly1,2014. Theseamendmentsarebothtechnicalandsubstantiveinnatureandare intended to clarify certain portions ofthepreviousregulations orprovideformoreefficient administrationoftravelpolicies. Theseregulationsapplytoallstatedepartments,boardsand commissionscreatedbythelegislatureorexecutiveorderandoperatingfromfundsappropriated, dedicated, or self-sustaining; federal funds; or funds generated fromany other source.
Please note that when political subdivision are required to follow PPM49 for any pass through moneyissuedbytheStateofLouisiana,anyandallrequiredapprovalsmustbesenttothe correct appointing authority, not to the Commissioner of Administration.
B.Legal Basis -L.R.S 39:231B “The Commissionerof Administration, with theapprovalofthe Governor,shall,byruleorregulation,prescribetheconditionsunderwhicheachofvarious formsoftransportationmaybeusedbystateofficersandemployeesinthedischargeofthe dutiesoftheirrespectiveofficesandpositionsin thestateserviceandtheconditionsunderwhich allowances will be granted for traveling expenses.
S1502.DEFINITIONS
A. For the purpose of this PPM, the following words have the meaning indicated.
AuthorizedPersons
1. Advisors,consultants,contractorsandotherpersonswhoarecalledupontocontributetime andservicetothestatewhoarenototherwiserequiredtobereimbursedthroughacontract for professional, personal, or consulting services in accordance with R.S.39:1481 et.seq.
2. Members of boards, commissions, and advisory councils required by federal or state legislation or regulation. Travel allowance levels for all such members and any staff shall be those authorized for state employees unless specific allowances are legislatively provided.
3. TheDepartmentHeadorhis/herdesigneeisallowedtodeempersonsasanauthorized travelerforofficialstatebusinessonly. Note:College/Universitystudentsmustbedeemed authorized travelers to be reimbursed for state business purposes.
A file must be kept containing all of these approvals.
Conference/Convention-isherein definedasameeting(otherthan routine)foraspecific purposeand/orobjective.Non-routinemeetings canbedefinedasaseminar,conference, convention, or training. Documentation required is a formal agenda, program, letter of invitation, orregistrationfee. Participationasanexhibitingvendorinanexhibit/tradeshowalsoqualifies asaconference. Forahoteltoqualifyforconferenceratelodgingitrequiresthatthehotelis hostingorisin“conjunctionwithhostingthemeeting. Intheeventthedesignatedconference hotel(s)havenoroom available,aDepartmentHeadmay approvetopayactualhotelcostnotto exceed the conference lodging rates for other hotels located near the conference hotel.
Controlled Billed Account (CBA)- credit account issued in an agency’s name (no plastic card issued).Theseaccounts aredirectliabilities oftheStateandarepaidbyeachagency. CBA accounts are controlled through an authorized approver(s) to provide a means to purchase airfare, registration,lodging,rentalvehicles,pre-paidshuttleservice,andanyotherallowablecharges outlinedin thecurrentStateof LouisianaStateLiabilityTravelandCBAPolicy.Each Department Head determines the extent of the account’s use.
CorporateTravelCard-creditcardsissued in aStateofLouisianaemployee’snametobeused forspecific,highercostofficialbusinesstravel expenses. CorporateTravelCardsareState liability cards paid by each agency.
Emergency Travel-Eachdepartmentshallestablishinternalproceduresforauthorizingtravelin emergency situations. Approval may be obtained after the fact from the Commissioner of Administration, with appropriate documentation, under extraordinary circumstances when PPM49regulationscannotbefollowedbutwherethebestinterestsofthestaterequiresthat travel be undertaken.
ExtendedStays-anyassignmentmadeforaperiodof31 ormoreconsecutivedaysataplace other than the official domicile.
Higher Education Entities- Entitieslistedunderschedule19Highereducationofthegeneral appropriations bill.
In-StateTravel-alltravelwithinthebordersofLouisianaortravel through adjacent states between points within Louisiana whensuch is the most efficient route.
International Travel- all travel to destinations outside the 50 United States, District of
Columbia, Puerto Rico, the Virgin Islands, American Samoa, Guamand Saipan.
Lowest Logical Airfare- In general, these types of airfare are non-refundable, penalty tickets. Penalties could include restrictions such as advanced purchase requirements, weekend stays, etc. Prices will increase as seats are sold. When schedule changes are required for lowest logical tickets, penalty fees are added.
Official Domicile- every state officer, employee, and authorized person, except those on temporary assignment, shall be assigned an official domicile.
1. Exceptwherefixedbylaw,officialdomicileofanofficeroremployeeassignedtoanoffice shallbe,ataminimum,thecitylimitsinwhichtheofficeislocated. TheDepartmentHead orhis/herdesigneeshoulddeterminetheextent ofanysurroundingareatobeincluded,such asparishorregion. Asaguideline,aradiusofatleast30milesisrecommended. The officialdomicileofanauthorizedpersonshall bethecityinwhichthepersonresides,except when the Department Head has designated another location (such as the person’s workplace).
2. Atravelerwhoseresidenceisotherthantheofficialdomicileofhis/herofficeshallnot receivetravelandsubsistencewhileathis/herofficialdomicilenorshallhe/she receive reimbursement for travel toand from his/her residence.
3. Theofficialdomicileofapersonlocatedinthefieldshallbethecityortownnearesttothe area where the majority of work is performed, or such city, town, or area as may be designatedbythedepartmenthead,providedthatinallcasessuchdesignation mustbein the best interest of the agency and notfor the convenience of the person.
4. TheDepartmentHeadorhis/herdesigneemay authorizeapprovalforanemployeetobe reimbursedforlodgingexpenseswithinanemployee’sdomicilewithproperjustificationas to why this is necessary and in the best interest ofthe state.
Out-of-State Travel- travel to any of the other 49 states plus Districtof Columbia, Puerto Rico, the Virgin Islands, American Samoa, Guamand Saipan.
Passport- adocumentidentifyinganindividualasacitizenofaspecific country and attesting to his or her identity and ability to travel freely.
Per Diem -a flat rate paid in lieu of travel reimbursements for people on extended stays only.
Receipts/Document Requirements- Supporting documentation, including original receipts, must be retained according to recordretentionlaws.Itshallbeatthediscretionofeachagencyto determine where the receipts/documents will be maintained.
RoutineTravel- travelrequiredinthecourseofperforminghis/herjobduties.Thisdoesnot include non-routine meetings, conferences and out-of-state travel.
State Employee -employees below the level of state officer.
State Officer
1.State electedofficials;
2. DepartmentHeadasdefinedbyTitle36oftheLouisianaRevisedStatutes(Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, and the equivalent positions in higher education and the office of elected officials).
Suburb-animmediateoradjacentlocation(overflowof thecity)tothehighercostareaswhich would be within approximately 30 miles of the highest cost area.
TemporaryAssignment-anyassignmentmadeforaperiodoflessthan31consecutivedaysat a place other than the official domicile.
Travel Period- a period of time between the time ofdeparture and the time of return.
Travel Routes- the most direct traveled route must be used by official state travelers.
Travel Scholarships- If any type of scholarship for travel is offered/received by a state employee,itistheagency/employee’sresponsibility toreceive/complywithallethic laws/requirements. See R.S. 42:1123
Traveler-a state officer,state employee, or authorizedperson performing authorized travel.
Visa-a document or, more frequently, a stamp in a passport authorizing the bearer to visit a country for specific purposes andfor a specific length of time.
S1503.GENERALSPECIFICATIONS
A. Department Policies
1. DepartmentHeadsmayestablishtravelregulationswithintheirrespectiveagencies,butsuch regulations shall not exceed the maximum limitations established by the Commissioner of Administration. Three copies of such regulations shall be submitted for prior review and approval by the Commissioner of Administration. One of the copies shall highlight any exceptions/deviations to PPM49.
2. DepartmentandAgencyHeadswilltakewhateveractionsnecessarytominimizealltravelto carry on the department mission.
3. ContractedTravelServices.Thestatehascontractedfortravelagencyservices,whichuseis mandatoryforairfare, unlessexemptions havebeengrantedbytheDivisionof Administration, Office of State Travel, prior to purchasing airfare tickets. The contracted travelagencyhasanonlinebookingsystem whichcanandshouldbeused byalltravelersfor bookingairfare.Useoftheonlinebookingsystemscandrastically reducethecostpaidper transaction and state travelers are strongly encouraged to utilize.
4. Whenastateagencyentersintoacontractwithanout-of-statepublicentity,theout-of-state publicentitymayhavetheauthoritytoconduct anyrelatedtravelin accordancewiththeir published travel regulations.
5. Authorization to Travel
a. Allnon-routinetravelmustbeauthorizedwithpriorapprovalsinwritingbytheheadof thedepartment,board,orcommissionfrom whosefundsthetravelerispaid.A Department Head may delegate this authority in writing to one designated person. Additional persons within a department may be designated with approval from the Commissioner of Administration.Afileshallbemaintained,bytheagency,onall approved travel authorizations.
b. Annual travel authorizations are no longer a mandatory requirement of PPM49 for routinetravel,however,anagencycancontinuetoutilizethisprocessifdeterminedto beinyourdepartment’sbestinterestandtoobtainpriorapprovalforannualroutine travel. A prior approved travel authorization is still required for non-routine meetings, conferences and out-of-state travel.
B. FUNDSFORTRAVELEXPENSES
1. Persons traveling on official business will provide themselves with sufficient funds for all routinetravelexpensesnotcoveredbytheCorporateTravelCard,LaCartePurchasingCard, if applicable, and/or agency’s CBA account. Advance of funds for travel shall be made only for extraordinary travel and should be punctually repaid when submitting the travel expense form coveringtherelatedtravel,nolaterthan thefifteenthdayofthemonthfollowingthe completion of travel.
2. Exemptions:Cashadvance(s)meetingtheexceptionrequirement(s)listedbelowmusthave anoriginalreceipttosupportallexpenditures inwhichacashadvancewasgiven,including meals. At the Agency’s discretion, cashadvances may be allowed for:
a. State employee whose salaryislessthan$30,000/year.
b. Stateemployeeswhoaccompanyand/orareresponsibleforstudentsorathletesforgroup travel advance. Note: In this case and in regardstomeals,wherethereisgrouptravel advancements,arosterwithsignaturesof eachgroupmemberalongwiththeamountof fundsreceivedbyeachgroupmember,maybesubstituted forindividualreceipts.(This exceptiondoesnotapplywhengivenforonly anindividualemployee’stravelwhichis over a group.)
c. State employees who accompany and/or are responsible for client travel.
d. Newemployeewhohasnothadtimetoapplyforandreceivethestate’scorporatetravel card.
e. Employees traveling for extending periods, defined as a period exceeding 30 or more consecutive days.
f.Employeestravelingtoremotedestinationsinforeigncountries,suchasjungles,ofPeru or Bolivia.
g. Lodgingpurchase,ifhotel(s)willnotallowdirectbillorchargestoagency’sCBAand whose salary is less than $30,000/year.
h. Registration for seminars, conferences and conventions.
i.Anyticketbookedbyatraveler30daysormoreinadvanceandforwhichthetraveler hasbeenbilled,maybereimbursedbytheagencytothetraveleronapreliminary expensereimbursementrequest.Thetravelershouldsubmittherequestwithacopyofthe bill or invoice. Passenger airfare receipts are required for reimbursement.
j.Employeeswhoinfrequentlytravelortravelersthatincursignificantout-of-pocketcash expenditures and whose salary islessthan$30,000/year.
3. Expenses incurred on State Business. Traveling expenses of travelers shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the agency and must be within the limitations prescribed herein.
4. CBA(CONTROLLEDBILLEDACCOUNT)issuedinanagency’sname,andpaidbythe agency, and may be used for airfare, registration, rental cars, prepaid shuttle charges, lodging and any allowable lodging associated charges such as parking and internet charges. Other credit cards issued in the name of the state agency are not to be used without written approval.
5. NOREIMBURSEMENTWHENNOCOSTINCURREDBYTRAVELER.Thisincludes but is not limited to reimbursements for any lodging and/or meals furnished at a state institution or other state agency, or furnished by any other party at no cost to the traveler. In nocasewillatravelerbeallowedmileageor transportationwhenhe/sheisgratuitously transported by another person.
C. CLAIMSFORREIMBURSEMENT
1. AllclaimsforreimbursementfortravelshallbesubmittedontheState’sTravelExpense Form BA-12,unlessexceptionhasbeengrantedbytheCommissionerofAdministration,and shallincludealldetailsprovidedforontheform. Itmustbesignedbythepersonclaiming reimbursementandapprovedbyhis/herimmediate supervisor. Inallcasesthedateandhour ofdeparturefrom andreturntodomicilemustbeshown,alongwitheachfinaldestination throughoutthetripclearlydefinedontheform. OntheState’sTravelAuthorizationForm GF-4, the second page must be completed with the breakdown of the estimated travel expenses. Thisisnecessaryforeverytrip,notjustwhenrequestingatraveladvance. For everytravelauthorizationrequest,the“purposeof thetrip”fortravelmustbestatedinthe space provided on the front of the form.
2. Exceptwherethecostofairtransportation,registration,lodging,rentalvehicles,shuttle service,and allotherallowablechargesoutlinedinthecurrentStateofLouisianaState LiabilityTravelandCBApolicyareinvoiceddirectlytotheagency,orchargedtoastate liabilitycard,anyandallexpenses incurred on any official tripshallbe paidbythe traveler andhis/hertravelexpenseform shallshowallsuchexpensesindetailsothatthetotalcostof thetripshallbereflectedonthe travelexpenseform. Ifthecost oftheexpenseslistedabove arepaiddirectlyorchargeddirectlytotheagency/department, a notation will be indicated on thetravelexpenseform indicatingthedateoftravel,destination,amount,andthefactthatit hasbeenpaidbytheagency/department. Thetravelermustprovidereceipts,forallitems charged or billed direct to the agency.
3. Inallcases,andunderanytravelstatus,costofmealsshallbepaidbythetravelerand claimedonthetravelexpenseform forreimbursement,andnotchargedtothestate department, unless otherwise authorized by the Department Head or his/her designee, allowedundertheStateLiabilityTravel,CBAand/orLaCartePurchasingCardPolicy,or withwrittenapprovalfromStateTravelOffice. Afilemustbekeptcontainingallofthese special approvals.
4. Claimsshouldbesubmittedwithinthemonthfollowingthetravel,butpreferablyhelduntila reimbursementofaleast$25.00isdue. DepartmentHeads,attheirdiscretion,maymakethe
30 day submittal mandatory on a department wide basis.
5. Anypersonwhosubmitsaclaimpursuanttotheseregulationsandwhowillfullymakesand subscribestoanyclaim whichhe/shedoesnotbelievetobetrueand correctastoevery materialmatter,orwho willfully aidsorassistsin,orprocures,counselsoradvisesthe preparationofpresentationofaclaim,whichisfraudulentorisfalseastoanymaterial matter shall be guilty of official misconduct. Whoevershallreceive an allowance or reimbursementbymeansofafalseclaim shallbesubjecttoservedisciplinaryactionaswell as being criminally and civilly liablewithin the provisions of state law.
6.Agenciesarerequiredtoreimbursetravelin anexpeditiousmanner. Innocaseshall reimbursementsrequiremorethanthirty(30)daystoprocessfromreceiptofcomplete, proper travel documentation.
S1504.METHODSOFTRANSPORTATION
A. Cost-effective transportation
Themostcost-effectivemethodoftransportationthatwillaccomplishthepurposeof thetravel shall be selected. Among the factors to be considered should be length of travel time, employee‘s salary, cost of operation of a vehicle, cost and availability of common carrier services, etc. Common carrier shall be used for out-of-state travelunless it is documented that utilizationofanothermethodoftravelismore costefficientorpractical and approved in accordance with these regulations.
B. Air
1. Private Owned or Charter Planes Before travel by privately-owned or by chartered aircraftisauthorizedforindividual’stravel byadepartmenthead, thetravelershallcertify that:(1)at leasttwohoursofworkingtimewillbesavedbysuchtravel;and(2)no other form oftransportation,suchascommercialairtravelorastateplane,willservethissame purpose.
a. Chartering a privately owned aircraft must be in accordance with the Procurement Code. b. Reimbursementforuseofacharteredorun-charteredprivatelyownedaircraftunderthe
above guidelines will be made on the following basis:
i.At the rate of $1.29 cents per mile; or
ii. At the lesser of coach economy airfare.
If there are extenuating circumstances requiring reimbursement for other than listed above, approval must be granted by the Commissioner of Administration.
aircraft shall be investigated and such investigation shall be documented and readily availableinthedepartment’stravelreimbursementfiles.Optimumutilizationwillbe the responsibility of the department head.
2. CommercialAirlines:(Receiptsrequired)Allstatetravelersareto purchasecommercial airline tickets through the state contracted travel agency (see frontcoverforcontracttravel agencycontactnumbers). Thisrequirementis mandatoryunlessapprovalisgrantedfrom OfficeofStateTravel.(Intheeventtravelers seek approval to go outside the travel agency, theyshallsubmittheirrequest throughtheiragencytravelprogram administrator,whowill determine if the request should be submitted to the Office of State Travel).
Whilestatecontractors arenotrequired tousethestate’scontracted travelagencywhen purchasing airfare,itwillbetheagency’sresponsibilitytomonitorcostensuringthatthe contractor(s) are purchasing the lowest, most logical airfare.
TheStatealwayssupportspurchasingthe“bestvalue”ticket. Thereforeonceallratesare received,thetravelermustcomparecostand optionstodeterminewhichfarewouldbethe “bestvalueticket”fortheirtrip. Tomake thisdetermination,thetravelermustaskthe question: Istherealikelihoodmyitinerary could change or be cancelled? Depending on the response,thetravelermustdetermineifthecostsassociated withchanginganon-refundable ticket, usually around $200 wouldstill be the best value.
Anotherfactor,toassisthaving atravelagentsearchthelowest fare,isadvisingtheagentif thetravelerisflexibleineitherdatesortimeoftravel. By informingthetravelagentofyour “window of time” for your departure and return willassist them to search for the best price.
a. Travelersaretoseekairfareallowinganampleamountofleadtimepriortodeparture date. Thelead-timeshouldbeabout(10)tento(14)fourteendaysinadvanceoftravel dates to ensure the lowest fares are available.
b. NOTE: COST OF A PREFERRED OR PREMIUM SEAT IS NOT REIMBURSABLE. Toavoidthesechargesortoavoidbeingbumped,atravelermust check in as early as possible. A traveler should check-in online 24 hours prior to a flight orcheck-inattheairportseveralhourspriortodepartureto obtainaseatassignment. Please be aware that it is a strict airline policy that a traveler must check-in, at a minimum,priorto30minutesofdeparture. The airlines are very strictaboutthispolicy. Airline rules typically state that if you don’t arrive at least 30 minutes before the schedule departure,youmayforfeityourreservation. Theearlieryouarriveatthegateincreases the chances of retaining your original reservation and assurance of a seat on the flight purchased.
c. Commercialairtravelwillnotbereimbursedinexcessoflowestlogicalairfarewhenit hasbeendeterminedtobethebestvalue (receiptsrequired). Thedifferencebetween coach/economy class rates and first class or business class rates will be paid by the traveler. UpgradesattheexpenseoftheStateareNOTpermitted,withoutpriorapproval
businessclassairaccommodationsintimetocarryoutthepurposeofthetravel, the travelerwillsecureacertificationfrom theairlineorcontractedtravelagencyindicating this fact. The certification is required for travel reimbursement.
d. Thepolicyregardingairfarepenaltiesisthatthestatewillpayfortheairfareand/or penaltyincurredforachangeinplansorcancellationwhen thechangeorcancellation is required by the State or other unavoidable situations approved by the agency’s Department Head. Justification for the change or cancellation by the traveler’s department head is required on the travel expense form.
e. Whenaninternationalflightsegmentismorethan10hoursinduration,thestatewill allowthebusinessclassratenotto exceed10%percentofthecoachrate. Thetraveler’s itinerary provided by thetravelagency must document the flight segment as more than 10 hours and must be attached tothe travel expense form.
f.Alostairlineticketistheresponsibilityofthepersontowhomtheticketwasissued. The airlinefeeofsearchingandrefundinglostticketswillbecharged tothetraveler.The difference between the prepaid amount and the amount refunded by the airlines must be paid by the employee.
g. Traveler is to use the lowest logical airfare whether the plane is a prop or a jet.
h. Employeesmayretainpromotionalitems,includingfrequentflyersmiles,earnedon official state travel. However, if an employee makes travel arrangements that favor a preferred airline/supplierto receivepromotionalitems/pointsandthiscircumvents purchasingthemosteconomicalmeansoftravel,theyareinviolationofthistravel policy. Costs for travel arrangements subjects to this violation are non-reimbursable.
i.Whenmakingairlinereservationforaconference,letthetravelagentknowthatcertain airlines have been designated as the official carrier for the conference. In many instances,theconferenceregistrationform specifiesthatcertainairlineshavebeen designatedastheofficialcarrierofferingdiscountrates,ifavailable. Ifso,givingthis informationtoourcontractedagencycould result in them securingthatrateforyour travel.
j.Ticketswhichareunusedbyatravelershouldalwaysbemonitoredbythetravelerand theagency. Travelershouldensurethatanyunusedticketisconsideredwhenplanning futuretravelarrangements. Someairlineshaveapolicywhichwouldallowforaname changetoanotheremployeewithin theagency. Aviewofthelatestairlinepolicies regarding unused tickets are available at the State Travel Office’s website
C. Motor Vehicle
No vehicle may be operated in violation of state or local laws. Notraveler may operate a vehicle without having in his/her possession a valid U.S. driver’s license. Safety restraints shall be used by the driver and passengers of vehicles. All accidents, major and minor, shall be reported first to thelocalpolicedepartmentorappropriatelawenforcementagency. Inaddition,anaccident reportform,availablefrom theOfficeofRiskManagement(ORM)oftheDivisionof Administration should be completedas soon as possible and must be returned to ORM, together with names and addresses of principals and witnesses.
Any questions about this should beaddressed to the Office of RiskManagementoftheDivision ofAdministration. Thesereportsshallbeinadditionto reportingtheaccident to the Department of Public Safety as required by law.
Operatingastate-ownedvehicle,state-rentedvehicleorstate leasedvehicleoroperatinganon state-ownedvehicleforbusinesswhileintoxicatedassetforthinR.S.14:98and14:98.1is strictlyprohibited,unauthorized,and expresslyviolatesthetermsandconditionsofuseofsaid vehicle. Intheeventsuchoperationresultsintheemployeebeingconvictedof,pleadingnolo contendere to, or pleading guilty to, driving while intoxicated under R.S. 14:98 or 14:98.1, such would constitute evidence of the employee:
1. Violating the terms and conditions of use of said vehicle
2. Violating the direction of his/her employer, and
3. Acting beyond the course and scope of his/heremployment with the State of Louisiana. Personal useofa state-owned, state-rented or state-leased vehicle is not permitted.
No person may be authorized to operate or travel in a state owned or rental vehicle unless that personisaclassifiedorunclassifiedemployeeoftheStateof Louisiana;anydulyappointed memberofastateboard,commission,oradvisory council;oranyother personwhohasreceived specificapproval,andisdeemedasanauthorizedtraveler,onbehalfoftheState,from the DepartmentHeadorhisdesigneetooperateortravelinafleetvehicleonofficialstatebusiness. A file must be kept containing all of these approvals.
Any persons who are not official state employees must sign a Hold Harmless Agreement form, located at the Office of State Travel’s website, prior to riding in or driving a state-owned vehicleorrentalvehicleonbehalf oftheState. Eachagencyisresponsiblein ensuringthatthis along with any other necessary documents and requirementsarecompletedandmadepartofthe travel file prior to travel dates.
StudentsnotemployedbytheStateshallnotbeauthorizedtodrivestate-ownedorrented vehicles for use on official state business. A student may be deemed as an “authorized traveler” onbehalfoftheStatebytheDepartmentHeador hisdesigneetooperateortravelinastate- ownedorrentedvehicleonofficialstate business. Theholdharmlessagreementform acknowledgingthefactthatthestateassumesnoliabilityforanyloss,injury,ordeathresulting
fromsaidtravelmustbesignedaspartoftheapprovalprocess. Afilemustbekeptcontaining all of these approvals.
Personsoperatingastateownedrentalorpersonalvehicle onofficialstatebusinesswillbe completelyresponsibleforalltraffic,driving and parking violations received. This does not include state-owned or rental vehicle violations, i.e. inspection sticker, as the State and/or rental company would be liable for any cost associated with these types of violations.
1. State-Owned Vehicles
a.Travelers in state-owned automobiles who purchase needed fuel, repairs and equipment while on travel status shall make use of all fleet discount allowances and state bulk purchasing contracts where applicable. Reimbursements require a receipt and only regularunleadedgasoline,ordieselwhenapplicable,shouldbeused.Thisappliesfor both state owned vehicles and rental vehicles, as mid-grade, super, plus or premium gasolineistypicallynotnecessary. Eachagency/departmentshallfamiliarizeitselfwith theexistenceofthefuel/repaircontract(s),terms andconditionsaswellaslocationsof vendors.