The mission of the Travel Department is to audit travel expense vouchers for compliance with State and University regulations, to provide timely and accurate reimbursement of travel expenses to employees and non employees traveling on official University business, and to provide education and training to LSUHSC employees on the travel regulations imposed by the University.

PM-13 LSU Travel Regulations

Summary of PM-13  FY23 changes effective October 1, 2022:

  • Mileage rate has increased to .625 cents per mile.
  • Reimbursement for Lodging and Meals and Incidental Expenses (M&IE) will be as follows:
    • Domestic Travel (Travel to one of the 48 continental United States, including District of Columbia)
    • Lodging and M&IE Rates:
    • Meals and incidental expenses (M&IE) rates will be based on the GSA meal rates.
      • Meals and incidental expenses (M&IE) are inclusive of taxes and tips, receipts not required.
      • Incidental expenses (IE) include tips for valets, porters, baggage carriers, hotel staff, and complimentary shuttle services- not to exceed $5.00 per day.
      • First and last day meal rates are limited to 75% of the daily M&IE rates for the travel destination. Note: Departure/Arrival time of travel is no longer applicable, except student group trips.
      • If a third-party meal (i.e., conference meal) is provided, the respective meal rate for the meal must be subtracted from the daily M&IE rate.  
      • Student group trips, including athletics, are eligible for the full M&IE rate when travel begins at/or before 8 a.m. on the first day of travel or extends to/or beyond 8 p.m. on the last day of travel.
    • Lodging rates will be based on the GSA lodging rates and does not include taxes/fees. An itemized paid hotel folio is required. A hotel reservation confirmation is not a receipt.  
      • The routine lodging rate for Lod Cook has increased to $116 inclusive of a full breakfast which is considered a third-party meal and therefore, the breakfast rate should be subtracted from the daily M&IE rate. 
      • There is no change for conference lodging. The conference documentation that includes the hotel/lodging rate and conference agenda/schedule must be provided.
    • Travel to Alaska, Hawaii, and U.S. Territories (Puerto Rico, U.S. Virgin Islands, American Samoa, Guam and Saipan)
      • The meals and incidental expenses (M&IE) rates will be $17 - Breakfast, $18 – Lunch, $34 – Dinner, and $5 - Incidentals. 
        • Meals and incidental expenses (M&IE) are inclusive of taxes and tips, receipts not required.
        • Incidental expenses (IE) include tips for valets, porters, baggage carriers, hotel staff, and complimentary shuttle services- not to exceed $5.00 per day
        • First and last day meal rates are limited to 75% of the daily M&IE rates for the travel destination. Note: Departure/Arrival time of travel is no longer applicable, except for student group trips.
        • If a third-party meal (i.e., conference meal), the respective meal rate for the meal must be subtracted from the daily M&IE rate.
    • The lodging rate will be $175 and does not include taxes/fees. An itemized paid hotel folio is required. A hotel reservation confirmation is not a receipt.
      • There is no change for conference lodging. The conference documentation that includes the hotel/lodging rate and conference agenda/schedule must be provided.
    • Lodging Note: the provision in PM-13 which previously allowed travelers to seek competing quotes for nearby Non-Conference lodging and receive actual hotel cost, if approved, has been removed. Rates for non-conference lodging will be reimbursed at the GSA rate in effective during the time and location of travel.

 

  • International Travel
    • Lodging and M&IE Rates:
    • Meals and incidental expenses (M&IE) rates will be based on the U.S. Department of State meal rates. The U.S. Department of State rates can be found using one of the related links listed above.
    • Meals and incidental expenses (M&IE) are inclusive of taxes and tips, receipts not required.
    • Incidental expenses (IE) include tips for valets, porters, baggage carriers, hotel staff, complimentary shuttle services, and laundry/cleaning services
    • First and last day meal rates are limited to 75% of the daily M&IE rates for the travel destination.  Note: Departure/Arrival time of travel is no longer applicable, except for student group trips.
    • If a third-party meal (i.e., conference meal), the respective meal rate for the meal must be subtracted from the daily M&IE rate. 
    •  
    • Lodging rates will be based on the U.S. Department of State lodging rates and are inclusive of taxes and fees. An itemized paid hotel folio is required. A hotel reservation confirmation is not a receipt.
      • There is no change for conference lodging. The conference documentation that includes the hotel/lodging rate and conference agenda/schedule must be provided.

Other PM-13 changes effective July 1st, 2022:

  1. A time stamped photo of a pump showing the number of gallons purchased and the total price will be accepted if a traveler is unable to receive a receipt from the pump or cashier.
  2. Uber and Lyft  services- a standard sized vehicle is encouraged with an itemized receipt. Wait times are not reimbursable.
  3. Public ground transportation- reimbursement has been reduced to $10 per day without a receipt. Reimbursement claims exceeding $10 per day will require a receipt.
  4. New Orleans airport parking- receipts are required for any one of the three options- Surface Lot at $18 per day, Airline Economy Garage at $12 per day, or USPark at $14 per day.
  5. Baggage handling tips- reimbursement has been reduced to a maximum of $5 per day.
  6. Special meal allowances- have increased (excluding refreshments and receptions)- see Appendix A for full details
  7. Special meal and University sponsored conferences- a sign in sheet or a list of attendees
  8. In-State University sponsored conferences (excluding New Orleans)- the rate for lunch has increased to $28, exclusive of taxes and tip.
  9. Out of State University sponsored conference and those held in New Orleans- the rate for lunch has increased to $38, exclusive of taxes and tip.
  10. Travel scholarships covered by a third party or sponsor are subject to ethics reporting.
  11. Any travel related expenses (hotel, meals and internet expenses) for quarantine and/or tests while on University business travel will be considered a university expense. Receipts are required.

Electronic Travel Reimbursement Options:

LSUHSC employees - By providing an employee's seven digit LSUHSC employee id on their travel reimbursement voucher, a direct deposit will be initiated to the bank account on file with our Payroll office.

Non- LSUHSC employees- By providing the payee's personal email address, this payment method will initiate an ACH "Zelle" payment to the recipent. If the payee is not enrolled within the Zelle network or chooses not to accept the ACH payment, after two business days, a paper check will be generated and mailed to the payee's address on file with the University.

Electronic Payment Quick Reference Guide

Please click here for more details regarding the different payment methods

Processing Times:

Normal Season - 5 work days

Peak Season - 12 work days (fiscal and calendar year end)

Travel training is offered semi annually at various locations on the downtown campus. To view a recording of the latest session covering FY23 regulations, please click here:

Meeting Presentation