TRAINING - ulm.edu

TRAINING - ulm.edu

LOUISIANA TRAVEL POLICY TRAINING PPM49 POLICY AND PROCEDURE MEMORANDUM 49 PPM49 SMART PHONE APP www.doa.la.gov/Pages/osp/Travel/mobileapp.aspx PPM49 ACCESS FOR WHILE YOU ARE TRAVELING USE WEB ADDRESS ABOVE ON YOUR PHONE AND ACCESS FROM LEO P OR H NUMBER CATEGORIES INCLUDE:

MEAL ALLOWANCE TIERS/PRICING HOTEL ALLOWANCE TIERS/PRICING RENTAL CAR (discount codes and phone numbers) TIPS SECTION TAXI SECTION LUGGAGE SECTION http://www.doa.la.gov/Pages/osp/Travel/Index.aspx CHANGES TO PPM49 Tip allowances have increased in these sections. (Read sections for complete information)

Personal vehicle mileage reimbursement has been changed to $0.58 per mile, up to a maximum of 99 miles, without prior approval. If utilizing Uber or Lyft type services, only a standard size vehicle is reimbursable with an itemized receipt. Premium or larger vehicles size are not reimbursable. Any additional charges other than standard fare rates are not reimbursable (i.e. wait time fees). Travelers should utilize the most economic ground transportation without occurring additional markup fees. Training courses which are several days and have a designated hotel and rate, can be considered a conference hotel and therefore the designated rate can be allowed.

. Baton Rouge Airport rate is changed to $4.50 per day (receipts required) New Orleans Airport Parking ParkN-Fly rate is changed to $8.50/day, $59.50/week (receipts required). If a traveler has an official state phone and/or is receiving a monthly stipend, reimbursements are not allowed. Any gratuity which is not mandated must not exceed 20%.

Lunch allowance for In-State excluding New Orleans is now $25 Lunch allowance for New Orleans and Out-of-State is now $30 Refreshment Allowances has increased to $5.50 per person, per morning and/or afternoon sessions. TIER PRICING HAS CHANGED IN SOME AREAS. PLEASE REVIEW PPM49 IN ITS ENTIRETY MANDATORY USE OF STATE CARD PROGRAM FOR HIGH COST TRAVEL EXPENSES SUCH AS: . GROUP TRAVEL AIRFARE LODGING

VEHICLE RENTALS REGISTRATION CONTRACTED TRAVEL AGENCY SHORTS TRAVEL MANAGEMENT TOLL FREE: 888-846-6810 EMAIL: [email protected] WEBSITE: WWW.SHORTSTRAVEL.COM/LA . AFTER HOURS SERVICE (AFTER 5:00 PM AND ON WEEKENDS) 888-846-6810 PLEASE NOTE THAT THERE IS A $21 CHARGE PER CALL FOR AFTER HOUR SERVICES

(Agency will have final decision on reimbursement of this charge, which should depend on reason for call, i.e. true emergency, and not to check on flight time, hotel information, etc.) STM DRIVEN Shorts Travel Management 1203 W Ridgeway Ave Waterloo, IA 50701 Direct: (319) 433-0851 Mobile: (773) 512-3840 Email: [email protected] Travelers are able to book airfare Access Itineraries View trip details AIRFARE REIMBURSEMENTS Transaction Fee is $19.50 to speak to an agent and only $2 for on-line

The fee is not refundable, but reimbursable; nor is it considered when comparing airfare rates Costs of preferred or premium seats are not reimbursable check-in within 24 hours of departure or at a minimum 30 minutes prior to departure/loading UNUSED TICKETS Travelers should monitor unused tickets GET EMAILS TO UTILIZE OR NOTIFY AGENCY FOR SOMEONE ELSE TO UTILIZE; NOTIFICATION SENT 90, 60, 30 AND 14 DAYS PRIOR TO EXPIRATION LISTED ON DASHBOARD OR HOME PAGE WHEN YOU LOG INTO BOOKING SYSTEM Should always use unused ticket credits first when traveling on future trips

If traveler knows not going to travel within expiration date of unused ticket, get with travel program administrator to change ticket name, if possible Department Head at minimum of three months prior to expiration must review and determine, based on justification, if reimbursement from traveler is required Delta and American FILES MUST BE PROPERLY DOCUMENTED PERSONAL VEHICLES 58 CENTS PER MILE Odometer Readings

Website Mileage Calculator Personal Vehicle Changes Personal Mileage Reimbursement Up to 99 Miles Maximum Per Trip/Day Over 100 Miles of Travel Utilize State Vehicle, If Available Rent Vehicle from State Motor Pool Rental Contract - Enterprise Rent-A-Car Use Personal Vehicle with Reimbursement Up To 99 Miles

NO MILEAGE REIMBURSEMENT OR RENTALS IF EMPLOYEE IS RECEIVING A MONTHLY ALLOWANCE Only when flying out of state RENTAL VEHICLES VEHICLE SIZE REIMBURSEMENT: COMPACT OR INTERMEDIATE/STANDARD REQUIRES PRIOR APPROVAL FROM DEPARTMENT HEAD OR DESIGNEE - MAY BE DONE ON ANNUAL BASIS MANDATORY IN-STATE AND OUT-OF-STATE PERSONAL USE OF RENTAL VEHICLE DURING A RENTAL FOR OFFICIAL STATE BUSINESS IS NOT ALLOWED.

IN-STATE VEHICLE RENTAL CONTRACT ENTERPRISE NA1403 Enterprise will provide the following: Pick-up, free of charge, from a business or home with advance notice Free upgrade if allowed/needed size vehicle is unavailable No charges for additional drivers

24/7 Roadside Services Rates include unlimited mileage for all rentals based out of Louisiana In the event that the State traveler has need for the vehicle before Enterprises normal hours of operation, Enterprise will start rental charges at 7:30 A.M. the morning for which the rental is needed with pickup before the close of business the night prior

No Drop-off charges for rentals in Louisiana that commence in Louisiana THERE SHOULD BE NO OTHER CHARGES, EXCEPT .38 CENTS RECOVER FEE, ADDED TO THE RENTAL VEHICLES BASE PRICE State Motor Pool Rental Contract Special Conditions CDW/Damage Waiver Insurance along with $1 Million Liability Protection Coverage is included in the In-State Motor Pool Rental Contract price. NO OTHER INSURANCE WILL BE REIMBURSED WHEN RENTING, EXCEPT FOR OUTSIDE OF THE 50 UNITED STATES, SEE SECTION 1504.C.3.i. There should be no other charges added to the

base price, unless you reserve your vehicle at an airport location (which is NOT recommended). OUT-OF-STATE DOMESTIC VEHICLE RENTAL CONTRACTS NATIONAL/ENTERPRISE NA1403 HERTZ 70592 MANDATORY CITY/STATE SURCHARGE DIFFERENTIAL RATES INCLUDES CDW/DAMAGE WAIVER; $1 MILLION LIABILITY PROTECTION FREE UPGRADES DIRECT BILLING UNLIMITED MILEAGE FOR ROUND TRIP ONE-WAY DROP-OFF CHARGE MAY BE APPLICABLE SMOKING DAMAGE FEE

GASOLINE NO GASOLINE FROM RENTAL COMPANIES REQUIRES SPECIAL APPROVAL FROM DEPARTMENT HEAD AND DOCUMENTATION OF NECESSITY REGULAR UNLEADED OR DIESEL ONLY MID-GRADE, SUPER, PLUS OR PREMIUM NOT NECESSARY

APPLICABLE FOR STATE- OWNED VEHICLES AND RENTAL VEHICLES Ground Transportation GROUND TRANSPORTATION REIMBURSEMENTS NEED A RECEIPT REGARDLESS OF AMOUNT TIP ALLOWED NOT TO EXCEED 20% TIP MUST BE ON THE RECEIPT UBER AND LYFT ALLOWED MUST HAVE A RECEIPT FOR REIMBURSEMENTS only a standard size vehicle is reimbursable with an itemized receipt. Premium or larger vehicles size are not reimbursable. Any additional charges other than standard fare rates are not reimbursable (i.e. wait time fees). Travelers should utilize the most economic ground transportation without occurring additional markup fees. PARKING

BATON ROUGE AIRPORT INDOOR/OUTDOOR PARKING $4.50 PER DAY (RECEIPT REQUIRED) COUPON REQUIRED AND STATE ID NEW ORLEANS AIRPORT PARK-N-FLY OUR WEBSITE $8.50 PER DAY; $59.50 PER WEEK RECEIPTS REQUIRED OTHER PARKING; FERRY FARES AND ROAD AND BRIDGE TOLLS $10.00 PER DAY WITHOUT RECEIPT

OVER $10.00 MUST HAVE RECEIPT MEALS Policy has 4 Tiers No Receipts Required UNLESS CASH ADVANCE Allowances (Not Per-Diem) Include Tax & Tips LODGING Routine

Travel VS. Conference Base Rates Plus Taxes, Mandatory Surcharges Receipts Required Routine and Conference Lodging Routine Department Head up to 50 Percent Over

Case-by-Case Basis ONLY FOR LODGING NO OTHER AREAS Justification showing that attempts were made with hotels in area to receive State/best rate. Conference Department Head Approval for Actual Cost Designated Conference Hotel Single Occupancy Standard Room Several Designated Should Utilize Lowest Agency Hosted Conference must have sign-in sheet of

participants No Resort Fees HOTEL RESERVATIONS http://louisiana.hotelplanner.com/ Hotelplanner has offered a 2.5% incentive rebate to each agency, university, board and commission for their employees use of the portal. The rebate earned on all completed travel booked through the portal. Individual reservation, group and athletic team reservations, along with conference lodging rooms for in-state and out-of- state conferences. The funds will be mailed to each parent agency, as listed within the portal. MISCELLANEOUS EXPENSE

COMMUNICATION EXPENSES - BUSINESS INTERNET CHARGES TIPS FOR BAGGAGE: *HOTEL- $5 Max per hotel check-in and $5 per hotel check-out *AIRPORT- $5 Max per outbound departure and $5 per inbound trip LUGGAGE ALLOWANCES: Department Head may approve reimbursement for first checked bag for trip of 5 days or less and second bag for trip of 6-10 days. Additional baggage required by agency Receipt Required.

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