Louisiana State Employees Guide to Travel 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.** 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
"Tax Exempt Form Louisiana"