Southeastern Louisiana University

Search Committee Candidate Travel Instruction Sheet

(Candidate should be provided with the “Candidate Travel Instruction Sheet”)

The following items are to be charged to the Human Resources Office, budget unit 22001 for Operating Fund Positions only.

1. Mileage - The state will reimburse candidates at a rate of $0.52 per mile. Also, if one of our current employees picks a candidate up at the airport, we will reimburse our employee for their mileage to and from the airport. (If a candidate is driving in lieu of flying, documentation is required to show that this method is the most economical.  If not the most economical, then the candidate may only be reimbursed up to the state rate airfare or lowest logical airfare amount.

2. Meals - Meal reimbursement from Budget Unit 22001 will be covered for the candidate only. Meals will be reimbursed up to $34.00 per day (Per Diem, per allowable schedule for Hammond - Breakfast $8.00, Lunch $12.00, Dinner $18.00).  Meals for university employees taking the candidate out to eat may be covered through a departments’ Development Foundation funds.  Search committee chairs should discuss this possibility with their respective Department Head and/or Dean in advance.

3. Hotel/Motel Accommodations - The current approved state rate for hotel accommodations in the Hammond area is $70.00.  Please refer to the State Travel Regulations for additional information on areas outside of Hammond. Therefore, the most we will be able to reimburse the candidate in Hammond is $70.00 per night plus tax. 

*Note:  When scheduling accommodations with local hotels, you should ask if they can provide a room at the “state rate” of $70 per night.  Advise them that the candidate is traveling on official state business for Southeastern Louisiana University. 

If accommodations cannot be arranged within the allowable state rate, a memo requesting an allowance for up to 25% above the state rate should be prepared and routed for approval through the appropriate Dean and Vice President.  The form would then be routed to University President for final approval prior to the candidates’ travel.

 Try to use lodging that will be within the travel limits.  We will only reimburse the candidate for a maximum of two (2) nights unless you can document that it would be more cost effective to have them stay over an extra night to save on airfare.  Try to schedule the visit to our campus so that only one night's lodging is needed. 

Airfare – Departments Heads may request to establish a departmental “Controlled Billed Account” (CBA) to be used for airfare and registrations only.  If the Department Head chooses to establish the CBA account, he/she must agree to reconcile the account monthly to make sure the account is paid timely. 

The candidate can make his/her own travel arrangements and will be reimbursed for airfare, hotel, meals, etc. within the specified limits listed above, after the travel has taken place.  The department head is required to inform the interviewee that he/she may choose an agency to book his/her tickets but that we can reimburse only up to the state rate.  It is the responsibility of the Department Head or Search Committee Chairperson to provide state rate information to the interviewees.  If the candidate does not have a credit card and cannot pay cash for the ticket, the Department Head or Search Committee Chairperson may opt to charge the ticket to his/her own personal liability Corporate Card. When using either the Bank of America CBA or personal liability Corporate card, the interviewing department will need to provide a letter on University stationary to the candidate stating that the candidate is traveling on state business, interviewing for a position at Southeastern.  This letter will need to be presented by the candidate to the airline when checking in at the airport.  Please refer to the state travel regulations listed on the internet under the Controller's Office home page for more information.

Rental Cars - State Travel Regulations provide for the use of rental vehicles while traveling on state business. However, to qualify for a rental vehicle it must be the only form of transportation available or the most economical means by which the purpose of the trip can be accomplished. This request must be approved by the President through the appropriate Vice President on a Vehicle Rental Request Form and a Travel Authorization must be completed PRIOR to using a rental car. Only the cost of a compact model is reimbursable, unless 1) non-availability is documented, 2) the vehicle will be used to transport more than two persons or 3) the cost of a larger vehicle is no more than the rental rate for a compact. When a larger vehicle is an option as stated in 1) or 2) above, the upgraded vehicle shall be the next smallest size necessary to accommodate the number of persons traveling. Insurance related to rental vehicles is not reimbursable when traveling in the United States.

C.  Expense Accounts

Travel expense accounts are to be submitted in accordance with State Travel Regulations. For Operating Fund positions, candidate expense accounts must be approved by the Human Resources Director. Other fund positions must be approved by the respective budget unit head.

Expense account forms should be completed by the respective department listing the position the candidate is being considered for. For Operating Fund positions, the department head will need to initial the form indicating review and approval and forward the expense account to the Human Resources Director for approval, as budget unit head for 22001. The candidate will need to turn in their travel itinerary to the interviewing department before leaving campus. Please note that candidates will need to submit original receipts, including the airline tickets and itinerary. Therefore, these may need to be mailed back to the department after the candidate returns home. Be sure the candidate’s social security number is listed on the expense account form.

If you have any questions, please do not hesitate to contact the Travel Desk in the Controller's Office for further clarification on travel regulations.

PLEASE NOTE:  Effective immediately all expense accounts for the candidate and University personnel receiving reimbursement of expenses related to candidate travel must be submitted for payment at the same time in order to avoid possible overpayment and duplication of meals, etc. Meals for current Southeastern employees entertaining candidates for interviews will not be reimbursed through budget unit 22001 or any other Southeastern budget unit.  Also current Southeastern employees being interviewed will not be reimbursed for any interview related expenses.

All international travel must have special approval.  Contact the Travel Desk @ 985-549-2089 for more information.
 

Link to State Travel Regulations - For more information on State Travel Regulations visit http://doa.louisiana.gov/osp/travel/traveloffice.htm

STATE CONTRACTED TRAVEL AGENCIES: