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Policy 5401 – Travel Policy

Revision Date: 11/11/2024
Last Review: 11/11/2024
Responsible Office: Comptroller’s Office
Reference: PPM 49 State of Louisiana General Travel Regulations

Policy:

Travel Policy

All Louisiana Tech University faculty and staff traveling on official business are governed by the general travel regulations of the State of Louisiana, Division of Administration, Policy and Procedure Memorandum No. 49 (PPM 49), located on the Louisiana Office of State Travel web site at  https://www.doa.la.gov/doa/ost/.  Links to PPM 49 are also located on the Comptroller’s webpage at https://www.latech.edu/administration/finance/comptroller/travel/.

Travel Approvals

All Louisiana Tech University faculty and staff travel must be approved in advance by the employee’s department head, dean, the appropriate vice president, and the President or his designee.  Travel approvals should be processed in Workday using the spend authorization business process.

Approval for International Travel

All requests for international travel must be approved by the University President or his designee.  International travel is defined as all travel to destinations outside the 50 United States, District of Columbia, Puerto Rico, the US Virgin Islands, American Samoa, Guam and Saipan.   In order to obtain approval, a memorandum requesting permission for travel outside the continental United States must be attached to the spend authorization in Workday.  A complete explanation of the purpose of the travel must be provided.  The spend authorization must include the details of anticipated expenditures and the source of funding.  Under no circumstances shall travel be initiated before the final approval is obtained.

Claims for Reimbursement

All claims for reimbursement for travel must be submitted on an expense report in Workday.  Required supporting documentation must be attached. An expense report should be submitted immediately upon return from travel.  Travel reimbursements must be requested and recorded during the fiscal year the travel occurred.

Use of Motor Vehicles and the Driver Safety Program

All faculty, staff, and students traveling on official business must complete the Driver Safety program.  Employees of the University will be allowed to and are certified to operate state or state-leased vehicles.  Employees may also elect to use their personal vehicle with limited reimbursement.  Students not employed by the University may be certified to utilize a personal vehicle when it is the best and/or only method of transportation available.

Additional information regarding the Driver Safety program is located in Policy 4209: Driver Safety Program and Vehicle Operation and Maintenance and on the Environmental Health and Safety webpage located at https://www.latech.edu/administration/administration-facilities/environmental-health-safety/.

Non-Employee Travel in Motor Vehicles

Travelers who are not employees of the State of Louisiana are not authorized to drive state-owned or state-rented vehicle unless deemed an “authorized traveler” by the President or his/her designee during the approval of the spend authorization.

Anyone who is not an employee of the State of Louisiana must sign the Acknowledgement of Non-State Employees Utilizing State Vehicles form,  located on the Comptroller’s Office travel webpage at https://www.latech.edu/administration/finance/comptroller/travel/ and on the Office of State Travel’s website, https://www.doa.la.gov/media/jcfji2il/nse-acknowledgement.pdf , prior to riding in or driving a state-owned or state-rented vehicle.

Travel-related Resources

Travel-related resources including the annual travel guide update, links to Office of Travel website and PPM 49, the hotel exemption form, vehicle rentals, the state liability travel card program, frequently asked questions, and other relevant information are located on the Comptroller’s travel webpage at https://www.latech.edu/administration/finance/comptroller/travel/.

Definitions:

Not Applicable.

Procedures:

Not Applicable. 

Policy 5401 – Travel Policy

Revision Date: 11/11/2024
Last Review: 11/11/2024
Responsible Office: Comptroller’s Office
Reference: PPM 49 State of Louisiana General Travel Regulations

Policy:

Travel Policy

All Louisiana Tech University faculty and staff traveling on official business are governed by the general travel regulations of the State of Louisiana, Division of Administration, Policy and Procedure Memorandum No. 49 (PPM 49), located on the Louisiana Office of State Travel web site at  https://www.doa.la.gov/doa/ost/.  Links to PPM 49 are also located on the Comptroller’s webpage at https://www.latech.edu/administration/finance/comptroller/travel/.

Travel Approvals

All Louisiana Tech University faculty and staff travel must be approved in advance by the employee’s department head, dean, the appropriate vice president, and the President or his designee.  Travel approvals should be processed in Workday using the spend authorization business process.

Approval for International Travel

All requests for international travel must be approved by the University President or his designee.  International travel is defined as all travel to destinations outside the 50 United States, District of Columbia, Puerto Rico, the US Virgin Islands, American Samoa, Guam and Saipan.   In order to obtain approval, a memorandum requesting permission for travel outside the continental United States must be attached to the spend authorization in Workday.  A complete explanation of the purpose of the travel must be provided.  The spend authorization must include the details of anticipated expenditures and the source of funding.  Under no circumstances shall travel be initiated before the final approval is obtained.

Claims for Reimbursement

All claims for reimbursement for travel must be submitted on an expense report in Workday.  Required supporting documentation must be attached. An expense report should be submitted immediately upon return from travel.  Travel reimbursements must be requested and recorded during the fiscal year the travel occurred.

Use of Motor Vehicles and the Driver Safety Program

All faculty, staff, and students traveling on official business must complete the Driver Safety program.  Employees of the University will be allowed to and are certified to operate state or state-leased vehicles.  Employees may also elect to use their personal vehicle with limited reimbursement.  Students not employed by the University may be certified to utilize a personal vehicle when it is the best and/or only method of transportation available.

Additional information regarding the Driver Safety program is located in Policy 4209: Driver Safety Program and Vehicle Operation and Maintenance and on the Environmental Health and Safety webpage located at https://www.latech.edu/administration/administration-facilities/environmental-health-safety/.

Non-Employee Travel in Motor Vehicles

Travelers who are not employees of the State of Louisiana are not authorized to drive state-owned or state-rented vehicle unless deemed an “authorized traveler” by the President or his/her designee during the approval of the spend authorization.

Anyone who is not an employee of the State of Louisiana must sign the Acknowledgement of Non-State Employees Utilizing State Vehicles form,  located on the Comptroller’s Office travel webpage at https://www.latech.edu/administration/finance/comptroller/travel/ and on the Office of State Travel’s website, https://www.doa.la.gov/media/jcfji2il/nse-acknowledgement.pdf , prior to riding in or driving a state-owned or state-rented vehicle.

Travel-related Resources

Travel-related resources including the annual travel guide update, links to Office of Travel website and PPM 49, the hotel exemption form, vehicle rentals, the state liability travel card program, frequently asked questions, and other relevant information are located on the Comptroller’s travel webpage at https://www.latech.edu/administration/finance/comptroller/travel/.

Definitions:

Not Applicable.

Procedures:

Not Applicable.