Louisiana State Employees
Guide to Travel
• Review the State of Louisiana Travel Regulations. A complete copy of
the travel regulations can be obtained at
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
-Estimated Expenses: What were you
quoted for hotel, airline, registration
-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
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
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
The State Travel Office does notrequired. with any hotel properties.
enter into contracts
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
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.**
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.
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.
Driving authorization form
must be completed by all
Defensive driving test must be
completed every three years
Where You Can Obtain
• Online at www.doa.Louisiana.gov/osp/travel
Further questions: call Barbara Bordelon,
Travel Coordinator, 337/491-2642