Travel and Entertainment Guidelines

Travel Guidelines

The governing document for reimbursement of travel expenses is the Louisiana Travel Guide which can be found at: http://doa.louisiana.gov/osp/travel/travelpolicy/travelguide09-10.pdf

Click here for a quick reference Traveler's Checklist

Key points from the guide are as follows:

1. All travel must include a travel prior approval with original signatures.

2. Air travelers must use Carlson Wagon Lit Travel Agency using lowest logical fares or state contracted rates.

3. Personal travel & family member travel are not authorized uses of state contracted rates.

4. Travel reimbursements should be filed within 30 days of completion of travel.

5. Mileage reimbursement calculated @ .52 per mile.

6. A traveler may receive reimbursement for luggage fees charged by airlines for the first checked bag for a business trip of 5 days or less and for a second bag for a 6-10 day business trip and/or any additional baggage which is business related and required by the department. http://www.doa.louisiana.gov/osp/travel/airfare/baggagefees.pdf

7. Travel reimbursement forms and instructions can be found on the LSUHSC secure intranet site at https://intranet.lsuhsc.edu/forms.

8. Please refer to the Louisiana Travel Guide for detailed information concerning your travel.

Entertainment of Visitors

Key points from this memorandum are as follows:

Dean or Vice Chancellor approval required.

Prior approval for entertainment form required.

Maximum of 8 people @ $70 per person is authorized.

Alcoholic beverages not approved for reimbursement.

Local Conference Parking Reimbursement

In-domicile meeting and conference parking is reimbursable provided that a complete travel prior approval form and travel voucher are submitted with the original parking receipt.