Southeastern Louisiana University

Travel Regulations

THESE GUIDELINES SUPERSEDE ALL PREVIOUS TRAVEL REGULATIONS

• Office of  State Travel - Changes - FY 2007-2008 effective 7/1/07

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• State Travel Policies and Procedure- (Louisiana Travel Guide - provides complete travel regulations) 
   

• State Travel Corporate Card

  
  

• Contracted Travel Agencies

• Airline Ticket Information

• General Information
   

• Travel Authorization (TA) Information 
  
  

• Status of TA
   
  

  Vehicle Rental Information / Vehicle Rental Request Form
  
  

• Travel Expenditure Codes
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GENERAL INFORMATION: 
These guidelines will remain in effect until further notice.

State Travel Regulations state that expense accounts for travel must be turned in no later than thirty days following travel.   Failure to turn in expense accounts on time  could jeopardize reimbursement. According to State Regulations, "In no case shall reimbursements require more than thirty (30) days to process from the receipt of complete, proper travel documentation."

Requests for rental vehicles must be made on the On-line TA.  An additional Rental Vehicle Request Form (copy in these guidelines--copy as needed) MUST BE forwarded to the Controller's Office with the on-line TA number recorded on it.  This must be on file in the Controller's Office when the Expense Account is submitted for reimbursement  (See also Rental Vehicle in another section of these guidelines.)

Expense Account forms MUST show the Social Security number and faculty (campus) box number (or mailing address) of the person submitting the Expense Account in addition to the Budget Unit and Expenditure Code.  It is permissible to include more than one field travel trip for the same person on an Expense Account form; however, do not put more than one PERSON on an Expense Account.  Also, please do not refer to more than one TA on an Expense Account.  Each TA requires a separate Expense Account.

Expense Account forms for persons interviewed for positions on campus MUST  INCLUDE  THE  INTERVIEWEE'S SOCIAL SECURITY NUMBER AND THE ADDRESS TO WHICH THE CHECK SHOULD BE MAILED.  ALL interviewee Expense Accounts must be signed by Jessie Roberts in the Human Resource Office.  Consult the Human Resource Office for any questions concerning interviewee travel.

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TRAVEL AUTHORIZATION (TA) INFORMATION:
Travel Authorizations are to be done on-line effective immediately.  On-Line Travel Authorizations are required for in- state conferences or seminars and  for ALL out-of-state and International travel. The following points are offered for your assistance in completing TAs  and Expense Accounts:

 1. When completing on-line TA remember to use the correct expenditure code to charge the travel (found else where in these notes).

 2. INTERNATIONAL TRAVEL:  A new code has been added for International Travel.  The on-line TA system is designed to alert the appropriate office to obtain permission from Baton Rouge for out-of-country travel.  If the new code is not used, this approval will not be obtained and travel outside the United States MUST be pre-approved.

 3. Effective July 1, 1997, a copy of the formal agenda and/or program for the conference MUST be attached to the Expense Account for meals to be reimbursed,  per audit guidelines.

 4. Remember that the supervisor of the Budget Unit Head must sign the Expense Account form when expenses claimed are to be reimbursed to the Budget Unit Head.  Persons may not approve their own Expense Accounts.

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STATUS OF TA:

Expenditure projections on TA should be as accurate as possible. Registration fees for the conference must be included on the TA.  In order for the University to pay the registration fees directly to the conference submit a Purchase Requisition (PR) for registration fees according to the following procedure:

 Purchase Requisitions for Registration fees for conventions, conferences and/or workshops are to be submitted to the Controller's Office; instead of sending to Purchasing. Please assure that the Budget Unit head has signed the white copy of the PR, (Purchasing Section copy) and the blue copy (Receiving Report copy) to indicate that prepayment is required.  Attach all supporting documentation (i.e., registration forms) to the PR.  The registration form must be completely filled out even if you plan to mail your own registration form.  Remember to allow sufficient time for processing  PLUS MAILING TIME to meet deadline for registration for the conference.

An on-line TA should be completed and approved before submitting the Purchase Requisition to the Controller's Office. Reference the TA number on the PR.

PLEASE NOTE:  Conference dates, city where conference is held,    On-line TA number and person(s) attending conference must be included on the Purchase Requisition.  Requisitions will be returned to the originator if all required information is not included or if the completed registration form is not attached.

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RENTAL VEHICLE INFORMATION:  

Requests for rental vehicles must be made on the On-line TA.  An additional Rental Vehicle Request Form (copy in these guidelines--copy as needed) MUST BE forwarded to the Controller's Office with the on-line TA number recorded on it.  This must be on file in the Controller's Office when the Expense Account is submitted for reimbursement.

 The Vehicle Rental Request Form must be completed and signed by the person taking the trip, it must be signed by the appropriate Vice President for that budget unit, and then forwarded to the President's Office for signature BEFORE THE TRIP IS TAKEN.

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