About

HotelPlanner Portal (Optional)

The State of Louisiana has contracted for hotel services with HotelPlanner.  The HotelPlanner portal may be accessed at https://louisiana.hotelplanner.com/index.cfmThe use of HotelPlanner is optional effective January 12, 2016.

HotelPlanner Questions and Answers

If you have any questions regarding the utilization of HotelPlanner, please contact Stephen Johnson at sjohnson@latech.edu or Bryan Doxey at bdoxey@latech.edu.

Insurance on Personal or Rented Vehicles

This information is subject to the actual provisions contained in the polices of the Office of Risk Management. In case of conflict of wording, the actual insurance policy provisions published by the Office of Risk Management shall take precedence.

Office of State Travel

All Louisiana Tech faculty and staff are governed by State rules and regulations when performing official travel on behalf of Louisiana Tech University.

Office of State Purchasing and Travel – Travel Policy

Collision Deductible Wavier (CDW)

Collision Deductible Waiver (CDW) offered by car rental/lease agencies is not reimbursable for domestic travel. At the discretion of the department head (university president), CDW costs may be reimbursed for international travel. Should a collision occur while on official state business, the cost of the deductible should be paid by the traveler and reimbursement claimed on a travel expense voucher. The accident should also be reported to the Office of Risk Management through the Louisiana Tech University Office of Environmental Health and Safety (318) 257-2120.

Insurance Coverage and Claims

See Required Documentation for Insurance Claim.

For purposes of this discussion, rented and leased vehicles are those vehicles rented or leased for the purpose of the conduct of official university business. A vehicle leased for personal use and is used for university travel on a per mileage reimbursement basis is considered as equivalent to a personally owned vehicle.

Subject to State Travel Regulations (PPM 49), university owned vehicles are covered by the State of Louisiana Office of Risk Management for Liability, Collision and Comprehensive Insurance. Accidents are reported through the Office of Environmental Health and Safety Office.  Accidents must be reported on Office of Risk Management Vehicle Accident Report.  Claims are submitted through the Office of Administration and Facilities(318) 257-2769.

CDW/Damage Waiver Insurance along with $1 Million Liability Protection Coverage (Domestic Travel only) is provided by the State Contract Mandatory Vehicle Rental program (see PPM 49).

Subject to State Travel Regulations (PPM 49), vehicles rented or leased for official university travel are covered by the State of Louisiana Office of Risk Management for Liability, Collision and Comprehensive Insurance. Claims are submitted through the Office of Finance and Administration (318) 257-2769.

IMPORTANT: Rented and Leased vehicles are only covered by the Office of Risk Management while the vehicle is being used for official travel. The Office of Risk Management does not insure the rented or leased vehicle for side trips, personal or non-official use of the vehicle.

The Office of Risk Management provided these guidelines concerning whether use of a rental vehicle on university travel would be personal or university related:

One would have to look at the reasonableness of the distance from the work site and/or hotel. For example, if an accident occurs significantly away from the work site and/or hotel (for example 10 miles or further) and the employee contends that he was coming to/from lunch, this would probably be considered not to be in course and scope of official business and therefore not covered.

An accident that occurs when an employee decides to go sight-seeing or to the mall would be the result of deviation and thus not covered. If however, the accident occurs in and around the hotel or work site, in all likelihood there is coverage.

Subject to State Travel Regulations (PPM 49), personal vehicles used for official university travel are covered for liability coverage beyond the limits of the owner of the vehicle. Effective June 23, 1997, the Office of Risk Management (ORM) will begin reimbursing deductible payments up to $1,000.00 on personal vehicles on state related business for collision losses only. ORM DOES NOT provide reimbursement for (1) Glass breakage, (2) Loss caused by hitting birds or animals or (3) losses caused by falling objects or any comprehensive type coverage not caused by collision, such as fire, lightning, explosion, theft, windstorm, hail, flood, mischief or vandalism, or damages caused by conveyance transporting the auto. Contact the Office of Administration and Facilities for specified exclusions.

Required Documentation for Insurance Claim for Reimbursement of Collision Deductibles for Employees’ Personally Owned Vehicles used on State Business

  • Copy of Police Report
  • Copy of Approved Travel Authorization (Must be approved before the first day of travel)
  • The Louisiana State Driver Safety Program (DA2041) completely filled out. This form is available from the Louisiana Tech Office of Environmental Health and Safety at (318) 257-2120. Important –  The DA2041 the report must be mailed to the Office of Risk Management within 24 hours of the accident. If the traveler does not return in time, or is not able to complete the accident report, the Department Head is responsible for completion and mailing of the report. If all of the information is not available within 24 hours, complete as much as possible.  The balance of the report must be completed as soon as possible after the accident and forwarded to the Louisiana Tech Office of Environmental Health and Safety no later than 4 days after the accident.
  • Copy of Repair Estimate and/or appraisal of the damaged vehicle
  • Copy of the Declaration Page from your insurance carrier
  • Statement on Letterhead from the university employee describing the accident, detail of where the employee was driving from and to at the time of the accident, and confirmation that the employee was on official business when the accident occurred.
  • Statement on Letterhead from the Department Head certifying that the employee was on official travel at the time of the accident.
  • Copy of the State Vehicle Registration of your vehicle (pink slip)

Required Documentation for Insurance Claim Rental/Lease Vehicles used on State Business (Liability and Physical Damage)

  • Copy of Police Report
  • Copy of Approved Travel Authorization (Must be approved before the first day of travel)
  • he Louisiana State Driver Safety Program (DA2041) completely filled out. This form is available from the Louisiana Tech Office of Environmental Health and Safety at (318) 257-2120. Important –  The DA2041 the report must be mailed to the Office of Risk Management within 24 hours of the accident. If the traveler does not return in time, or is not able to complete the accident report, the Department Head is responsible for completion and mailing of the report. If all of the information is not available within 24 hours, complete as much as possible.  The balance of the report must be completed as soon as possible after the accident and forwarded to the Louisiana Tech Office of Environmental Health and Safety no later than 4 days after the accident.
  • Copy of all reports/settlements completed when the vehicle was returned to rental/lease agency.
  • Copy of the Lease/Rental agreement.
  • Statement on Letterhead from the university employee describing the accident, detail of where the employee was driving from and to at the time of the accident, and confirmation that he was on official business when the accident occurred.
  • Statement on Letterhead from the Department Head certifying that the employee was on official travel at the time of the accident.
State Liability Travel Card Program

Applying for a Travel Card

Louisiana Tech University has entered into an agreement with the State of Louisiana and Bank of America to participate in the State Liability Travel Card.  The travel card is a tool used to assist employees in paying for specific, higher cost travel expenses, incurred during travel for official state business.

To receive a travel card, employees must submit  a Cardholder Agreement  and Enrollment Forms to the Office of the Comptroller and complete an online cardholder certification course through the State’s training site, LEO.  The cardholder’s supervisor must approve all travel card purchases.  The approver must be at least one level higher than the cardholder, have knowledge of the cardholder’s business needs, complete the Approver Agreement Form, and complete the approver online certification on LEO.  Failure to have a supervisor participate in the program can prevent the card from being issued.  Cardholders must always adhere to the policies and procedures issued by the Office of State Travel, as well as Louisiana Tech University’s policy.

Procedures and Forms

Allowed Travel Card Expenses

Below are the State Liability Travel Card allowable expenses.  All charges must fall within the Office of State Travel’s and Louisiana Tech University’s policies, and PPM-49.

  • Airfare
  • State Contracted Travel Agency Fees
  • Registration for Conference/Workshop
  • Membership Dues associated with registrations – should not be for memberships for non-travel purchases
  • Hotel/Lodging
  • Rental Car
  • Tolls in conjunction with the contracted vehicle rental.
  • Parking – Only with hotel stay and combined on the invoice and Park-N-Fly parking
  • Internet Services – Only with hotel stay and combined on the invoice
  • Gasoline for Rental Car/State Owned Car Only – Not to be used since the University is part of the Fuel Card Program/Contract. However, in the event that the Program is not covered in a certain area, then the travel card may be used and the file must be complete documented.
  • Shuttle Service – Only when pre-paid prior to trip. Not for individual ground transportation during a business trip such as taxi, bus, etc. without approval from the Office of State travel.
  • Convenience Fees should only be considered if it is deemed a necessary expense and the Program Administrator and/or Approver has had an opportunity to review the appropriateness of the fee prior to the transaction. Many suppliers charge fees that are not in compliance with Visa regulations and would therefore, not be an allowable charge. It is the responsibility, therefore, of the University to ensure that these fees are not only allowed by VISA regulations but also in the best interest of the State. Prior to processing any transactions that include convenience fees, the Cardholder must consult with the Program Administrator to discuss the appropriateness of the additional fee. The Cardholder must submit their request in writing justifying the need to make the purchase with their Travel Card and the Program Administrator will then determine if the convenience fee complies with Visa regulations and is in the best interest of the State. Only then will the convenience fee be allowable.
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