1.1.1 - lsu health shreveport

Policy Number:1.1.1Effective Date: 11-1-01

Superseded Policy: 07-01-98

LOUISIANA STATE UNIVERSITYHEALTH SCIENCES CENTER - Shreveport

ADMINISTRATIVE DIRECTIVE

1.1.1 UNIVERSITY TRAVEL REGULATIONS

A. GENERAL

1. Pertinent University Regulations

The University updates on a regular basis its Policy Memorandum No. 13 (PM 13) that fullyaddresses University-wide travel regulations. (See Appendix A for complete reprint of PM-13)This LSUHSC-S Administrative Directive implements the University promulgated regulations(PM-13) by specifying internal procedures that must be followed to obtain approval andreimbursement for job related travel. Travel expense limits and prior approval requirements arespecified in PM-13 and will not be repeated in this policy. For detailed information on theserestrictions, please refer to Appendix A.

2. Compliance Requirements

All travel at University expense is subject to the provisions of the State General Travel Regulations.University expense is interpreted to include all funds, including gifts and grants that are administeredby the University. Reimbursement for the cost of any travel can be obtained only when it is shownthat the expenses were incurred in full compliance with State General Travel Regulations asspecified in this policy and PM-13.

3. Authorization

Travel at University expense by any member of the faculty or staff will be authorized only when thepurpose of the travel will benefit the University and the particular department concerned.

B. PRIOR APPROVAL REQUIREMENTS

1. Pre-Authorization of Travel

(a) All travel undertaken at University expense must be approved in advance and in writing by thehead of the budgetary unit (i.e., department head). Department head travel must be approvedby the chancellor/dean or designated administrative office. Designated administrative officesfor this campus include the Vice Chancellor and University Hospital Administrator.

(b) To standardize and simplify the prior approval process, a “Prior Approval Request for Travel”form has been developed. (See Appendix B.) Copies of this form may be obtained from theGeneral Service Store. A completed and approved copy of this form must be submitted withthe final travel expense report. Reimbursements cannot be processed by the Travel Accountantwithout this completed form.

(c) Travel Advances - LSUHSC-S has an agreement with American Express to provide employeeswith a Corporate Travel Card. This card will be used in lieu of travel advances. See AppendixE for guidelines for eligibility, obtaining, and using the American Express Corporate Travelcard. This Administrative Directive supersedes references to travel advances in the State ofLouisiana Policy and Procedures Memorandum (PPM No. 49), and the Louisiana StateUniversity Travel Regulation (PM-13).

Policy Number: 1.1.1 – page 22. Airline Tickets

(a) All airline tickets must be purchased using the individual American Express Corporate Card orthe agency Business Travel Account (BTA). The travel agencies under contract have beeninstructed not to accept other forms of payment after July 1, 1996.

(b) In many cases, airlines that did not receive an award for the specific city pair have matchedthe fare. Matched carriers are not to be used unless there is two or more hour’s difference inthe departure or arrival time.

(c) These fares are to be used only for official business and cannot be used for companions or aspouse. Employees booking tickets for non-official business using contract rates will be subjectto disciplinary action as well as payment of the difference between fare paid and full coachfare.

3. Rental of Automobiles

(a) Justification for approval must indicate that the automobile rental represents the sole or mosteconomical means by which the purpose of the travel may be accomplished.

(b) Only the cost of rental of subcompact or compact models 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 subcompact or compactmodel.

(c) The “Prior Approval Request for Travel” form should be used to document the request andjustification for an automobile rental.

(d) The state has agreements with Alamo, Avis, Budget, Dollar, Enterprise, Hertz, National, andThrifty vehicle rental companies. The contract rates require that the vehicle be returned with afull tank of gas. Collision Damage Waiver (CDW) insurance on a rented vehicle is not areimbursable expense under state travel regulations, as the state accepts responsibility foraccidents occurring in the line of official state business. A traveler should not be pressured bythe vehicle rental agents to purchase such insurance, which provides the agent with acommission.

Vehicle Rental Companies require a credit card for renting a car. If you have to rent a car in anemergency situation and do not have a credit card, please call the State Travel Office forassistance.

If a state traveler is under age 25, please reference this to booking agent. Some vehicle rentalcompanies have restrictions that are applicable.

4. Meals and Lodging

(a) University and State travel regulations have specific requirements for high cost and extra highcost areas. Limits are also established for the cost of meals served in conjunction with State/University sponsored in-state conferences. These requirements specify time, place, andexpense limits. (See Section IV of PM 13 in Appendix A.)

(b) LSU Health Sciences Center has approval from the Commissioner of Administration to allowthe New York City rate for lodging plus the 25% additional allowance, or $205.25 per nightplus tax, for reimbursement. This privilege was granted to minimize personal expense andshould not be abused. This special allowance will apply to non-appropriated funds only.

5. Approval to Exceed the Meals and Lodging Allowance

(a) When properly justified, prior approval may be obtained to exceed the established meals andlodging allowance by no more than 25%. Reimbursement requests must be accompanied byreceipts.

Policy Number: 1.1.1 – page 3(b) Each approval request must be fully documented as to necessity (e.g. proximity to meeting

place) and cost effectiveness of alternative options.

(c) Prior approval must be requested on the “Prior Approval Request for Travel” form.

(d) Written approval of the department head is required.

6. International Travel

(a) All international travel requires the advance approval of the President of LSU in addition to theroutine institutional approvals.

(b) The “Prior Approval Request for Travel” form must be completed and processed throughnormal institutional channels. After the appropriate local institutional approvals have beenobtained, the form should be forwarded to the Vice Chancellor’s Office for further processingand approvals.

(c) Per Diem rates for the United States Agency for International Development may be authorizedupon request. For information on such per them rates, contact the Travel Section of theAccounting Services Department. For these rates to apply, prior approval must be requestedon the “Prior Approval Request for Travel” form by checking the appropriate box provided forthis purpose.

C. SPECIAL PURPOSE TRAVEL

1. Travel reimbursements for lecturers, visitors, and candidates for faculty or senior managementpositions are permitted under Paragraph VII of PM-13. All travel restrictions and regulationsapplicable to employees must be followed.

2. Travel for Organ Procurement Activities (See Appendix A).

3. Travel performed under the terms of a contract (e.g., guest speakers, consultants, etc.) will be paidin accordance with the specific requirements of the contract under a lump sum payment voucherincorporating all fees and expenses. Travel covered under professional service contracts is notsubject to the prior approval requirements and the completion of forms specified by this policy.

D. TRAVEL VOUCHERS

1. Timely Processing. All travel vouchers (See Appendix C), with appropriate receipts attached mustbe filed with the Travel Accountant in Accounting Services within ten (10) working days after returnfrom the trip. No future travel expenses, registration fees, etc. will be made until outstanding travelhas been cleared. Accounting Services will process a travel reimbursement within five (5) workingdays after receiving an approved travel expense voucher.

2. Meetings or Conferences

(a) Submit a copy of meeting brochure, or acceptable substitute.

(b) Payment of registration fee, if any, must be supported by proof of payment (cancelled check,receipt from society, etc.).

(c) Meals or lodging provided in conference or registration fee may not be claimed under per themallowance.

3. Mileage Reimbursement

(a) The Louisiana General Travel Regulations state that all mileage reimbursement for use ofpersonal cars shall be computed on the basis of odometer readings, or from the point of originto point of return on the basis of the current official State Department of Transportation andDevelopment Highway Map. For out-of-state travel mileage shall be computed on the basis of

Policy Number: 1.1.1 – page 4standard highway guides. Any substantial deviations from distances shown in the standardhighway guides shall be documented.

(b) It will be necessary to have the beginning and ending odometer reading along with a detail ofall points visited if you do not use the standard highway guides. In no case will the traveler bereimbursed more than the cost of coach or economy class jet air travel.

4. Other Documentation

(a) The original airline ticket receipt must accompany the expense voucher. Tickets purchased inadvance will be reimbursed at the time all other travel expenses are reimbursed. Airline ticketcancellations will be handled on an individual basis.

(b) All miscellaneous items must be explained.

(c) Departure and arrival times and dates must be specified.

(d) Baggage handling costs and tips not to exceed $1.00 per bag for a maximum of three (3) bagsand limited to handling two (2) times for arrival and two (2) times for departure.

(e) Traveler’s signature is necessary.

POLICY REFERENCES:

1. State of Louisiana Policy and Procedures Memorandum No. 49, General Travel Regulations revised July 1,1998.

2. Louisiana State University Travel Regulations - Policy Memorandum No. 13 revised July 1, 1998.

Policy Number: 1.1.1 – page 5APPENDIX A

LSUS Y 5 T E M

OFFICE OF THE PRESIDENT3810 WEST LAKESHORE DRIVELOUISIANA STATE UNIVERSITY SYSTEMBATON ROUGE, LOUISIANA 70808

504/388-2111504/388-5524 FAX

DATE: July 1, 1998

MEMORANDUM TO: Chancellors Cavanaugh, Jenkins, L’Enfant, Marsala, Nunez, O’Brien, Richardson, Trail, andExecutive Director Bray

SUBJECT: University Travel Regulations

This memorandum supersedes PM-13 dated July 1, 1996 and subsequent revisions.

1. Introduction

A. Application of Regulations

The Commissioner of Administration issued revised General Travel Regulations in Policy and Procedure MemorandumNo. 49, effective July 1, 1998. This permanent memorandum is not meant to be all inclusive of PPM No. 49. It doesserve to supplement the General Travel Regulations indicating the University policy where discretion is permitted orwhere exceptions approved by the Commissioner of Administration have been granted. All travel at Universityexpense is subject to the provisions of these General Travel Regulations. University expense is interpreted toinclude all funds, including gifts and grants, which are administered by the University. Reimbursement for the costof any travel can be obtained only as provided herein.

B. General Specifications

1. Contracted Travel Services

The State has contacted for travel related services which must be used unless exemptions have been granted bythe Division of Administration prior to travel. Reservations for in-state hotel/motet accommodations are not requiredto be made through the contracted travel agencies.

The following two exceptions have been approved by the Commissioner of Administration. Travelers on the roadwith an uncertain itinerary are not required to make lodging arrangements through the contracted agencies.Also, conference lodging which must be arranged directly with a hotel or conference service because of “blockedspace” does not have to be booked through the contracted agencies. The travel expense voucher does have toindicate by explanation if an exception is being used.

2. Recognized Purposes

In general, the University may provide travel funds for the following purposes:

a. Authorized travel of members of the Board of Supervisors, faculty, and staff (including graduate assistantsand student workers) on behalf of the University.

b. Authorized travel of participating students to represent the University in various types of intercollegiate events.

c. Authorized travel of faculty members to attend meetings of learned or professional societies to present papers,to represent the University, or as major officers or members of important committees.

d. Members of the staff who are designated by the appropriate administrative officer as delegates to conventionsor association meetings.

e. Authorized travel of guest lecturers, seminar directors, and others who are called upon to contribute time andservices to the University.

f. Persons invited to the campus for consideration for appointment to faculty or high-level staff positions.

Policy Number: 1.1.1 – page 6g. Authorized travel of superior graduate and medical students being recruited by the University.

3. Authorization

a. Travel at University expense by any member of the faculty or staff will be authorized only when the purposeof the travel will benefit the University and the particular department concerned.

b. All travel at University expense will be under the direct control of and must be approved in advance and inwriting by the head of the budgetary unit, i.e., the dean of a college, director of a division, or a designatedadministrative officer.

c. An authorization for routine in-state travel for an employee who must travel in the course of performing his/ herduties may be given once each fiscal year, and must be renewed each fiscal year. This may include domiciletravel if such is a regular and necessary part of the employee’s duties, but not for attendance at infrequent orirregular meetings, etc. Within the city limits where his/her office is located, the employee may be reimbursedfor mileage only. An annual authorization for routine in-state travel shall not cover travel between an employee’shome and workplace, out-of state travel or travel to conferences and conventions.

d. Payment of travel expenses will be subject to availability of funds in the departmental budget concerned.

4. Funds for Travel Expense

Persons traveling on official business will provide themselves with sufficient funds for all routine travel expensesthat cannot be covered by the corporate credit card. Advances of funds for travel shall be made only forextraordinary travel and should be punctually repaid when submitting the travel voucher covering the relatedtravel, not later than the fifteenth day of the month following the completion of travel.

EXEMPTIONS: Cash advances may be allowed for:a. Employees whose salary is less than $30,000/year.

b. Employees who applied for the corporate credit card program but were rejected (proof of rejection must beavailable in campus travel file).

c. Employees who accompany and/or are responsible for students on group or client travel.

d. New employees who have not had time to apply for and receive the card.

e. Employees traveling for extended periods (defined as over 30 days).

f. Employees traveling to remote destinations in foreign countries, such as jungles or Peru or Bolivia.

g. Advance ticket purchases (over 30 days).

h. Registration for seminars, conferences, and conventions.

i. Incidental costs not covered by the corporate card, i.e., taxi fares and tolls.

5. Expenses incurred on University BusinessTraveling expenses of travelers shall be limited to those expenses necessarily incurred by them in the performanceof a public purpose authorized by law to be performed by the University and must be within the limitationsprescribed herein.

6. State Credit Cards (Issued in the name of the University only).Credit cards issued in the name of the University are not to be used for the purpose of securing transportation,lodging, meals, or telephone or telegraph service, unless prior written permission has been obtained from theCommissioner of Administration.

7. No Reimbursement when No Cost Incurred by Traveler.

No claim for reimbursement shall be made for any lodging and/or meals furnished by any party at no cost to thetraveler. In no case will a traveler be allowed mileage or transportation when he/she is gratuitously transportedby another person.

C. Claims for Reimbursement

1. All travel expenses must be submitted on approved travel voucher forms to the appropriate business office. A

Policy Number: 1.1.1 – page 7travel voucher must indicate the purpose of the trip, the date and hour of departure and return to domicile, andinclude a statement showing the particular relationship of the trip to the budget account to which it is charged.The travel voucher must be signed by the person claiming reimbursement and approved by his/her immediatesupervisor.

2. Excepting where the cost of air transportation, conference, or seminar is invoiced directly to the University, allexpenses incurred on any official trip shall be paid by the traveler and his travel voucher shall show all suchexpenses in detail to the end that the total cost of the trip shall be reflected by the travel voucher. If the cost of airtransportation is paid directly, a notation will be indicated on the travel voucher indicating the date of travel,destination, amount, and the fact that it has been paid by the University. The traveler’s copy of the passengerticket shall be attached to the travel voucher.

3. Claims should be submitted by the fifteenth day of the month following the completion of travel. In no case shallreimbursement for travel in a previous fiscal year be paid from current year appropriations unless funds havebeen specifically reserved for that purpose.

4. Where groups of University representatives are traveling and one voucher is submitted covering the party, thename of each member must be listed, together with his position at the University and, when not self-evident, thepurpose of his trip. In cases where members of the group are given an allowance for meals, documentationevidencing such disbursements should accompany the voucher.

5. Any person who submits a claim pursuant to these regulations and who willfully makes and subscribes to anyclaim which he/she does not believe to be true and correct as to every material matter, or who willfully aids orassists in, or procures, counsels or advises the preparation or presentation of a claim which is fraudulent or isfalse as to any material matter shall be guilty of official misconduct. Whoever shall receive an allowance orreimbursement by means of a false claim shall be subject to severe disciplinary action as well as being criminallyand civilly liable within the provision of State law.

II. Definitions

For the purposes of these regulations, the following words have the meaning indicated.

A. State Officer

1. State elected officials

2. Department head as defined by Title 36 of the Louisiana Revised Statutes (secretary, deputy secretary,under-secretary, assistant secretary, and equivalent positions in higher education and the office of elected officials).

B. State Employees - Employees below the level of State officer.

C. Authorized persons

1. Advisors, consultants, or other persons who are called upon to contribute time and services to the State who arenot otherwise required to be reimbursed through a contract for professional, personal, or consulting services inaccordance with R.S.39:1481 et seq.

2. Members of boards, commissions, and advisory councils required by federal or state legislation or regulation.Travel allowance levels for all such members and any staff shall be those authorized for State employees unlessspecific allowances are legislatively provided.

D. Official Domicile1. Every State officer, employee, and authorized person, except those on temporary assignment, shall be assigned

an official domicile.

2. Except where fixed by law, official domicile of an officer or employee assigned to an office shall be, at a minimum,the city limits in which the office is located. The official domicile of an authorized person shall be the city in whichthe person resides, exempt when the campus head has designated another location (such as the person’sworkplace).

3. A Traveler whose residence is other than the office domicile of his/her office shall not receive travel and subsistencewhile at his/her official domicile nor shall he/she receive reimbursement for travel to and from his/her residence.

4. The official domicile of a person located in the field shall be the city or town nearest the area where the majorityof work is performed, or such city, town, or area as may be designated by the campus head, provided that in allcases such designation must be in the best interest of the University and not for the convenience of the person.

E. Temporary Assignment - Any assignment made for a period of less than 31 consecutive days at a place other thanthe official domicile.

Policy Number: 1.1.1 – page 8F. Traveler - A State officer, State employee. or authorized person when performing authorized travel.

G. Travel Period - A Period of time between the time of departure and the time of return.

H. Travel Routes - The most direct and usually traveled route must be used by official State travelers. All mileage shallbe computed on the basis of odometer readings from point of origin to point of return.

I. In-State Travel - All travel within the borders of Louisiana or travel through adjacent states between points withinLouisiana when such is the most efficient route.

J. Out-of-State Travel - Travel to any of the other 49 states plus District of Columbia, Puerto Rico, and the VirginIslands.

K. Emergency Travel - Under extraordinary circumstances where the best interests of the State require that travel beundertaken not in compliance with these regulations, approval after the fact by the Commissioner of Administrationmay be given if appropriate documentation is presented promptly.

L. International Travel - All travel to destinations outside the 50 United States, District of Columbia, Puerto Rico, andthe Virgin Islands.

M. Per Diem - A flat rate paid in lieu of travel reimbursement for people on extended stays.

N. Conference/Convention - Defined herein as a meeting for a specific purpose and/or objective. Documentation requiredis a registration receipt, formal agenda, and/or program.

O. Extended Stays - Any assignment made for a period of 31 or more consecutive days at a place other than the officialdomicile.

III. Methods of Transportation

The most cost-effective method of transportation that will accomplish the purpose of the travel shall be selected.Among the factors to be considered should be length of travel time, cost of operation of a vehicle, cost and availabilityof common carrier services, etc.

A. Air1. Common carrier shall be used for out-of-state travel unless it is documented that utilization of another method of

travel is more cost efficient or practical in accordance with these regulations.

2. Before travel by privately owned or by chartered aircraft is authorized, the traveler shall certify that: 1) at leastone hour of working time will be saved by such travel and 2) no other form of transportation, such as commercialair travel or a State plane, will serve this same purpose.

a. Chartering a privately owned aircraft must be in accordance with the Procurement Code (purchasingprocedures).

b. Reimbursement for use of a chartered or unchartered privately owned aircraft under the above guidelines willbe made on the basis of 28 cents per mile or the lesser of commercial air at State contract rate or coach/economy rates unless there are extenuating circumstances which must be approved by the Commissioner ofAdministration.

c. When common carrier services are unavailable and time is at a premium, travel via State aircraft shall beinvestigated and such investigation shall be documented and attached to the travel voucher for the trip inquestion.

3. Commercial air travel will not be reimbursed in excess of State contract air rates when available, or coach/economy class rate when contract rates are not available. The difference between contract or coach/economyclass rates and first class or business class rates will be paid by the traveler. If space is not available in less thanfirst or business class air accommodations in time to carry out the purpose of the travel, the traveler will securea certification from the airline indicating this fact. The certification will be attached to the travel voucher.

a. The University encourages but does not require use of lowest priced airfares where circumstances which canbe documented dictate otherwise.

b. Where a stopover is required to qualify for a low-priced airfare, the University will pay additional lodging andmeals expense subject to applicable limits where a net savings in total trip expenses results from use oflow-priced airfare. For determining whether there is a savings, the State contract airfare should be used forcomparison, or coach/economy fare if there is no contract rate. The comparison must be shown on the travel

Policy Number: 1.1.1 – page 9voucher.

c. The policy regarding airfare penalties is the University will pay the penalty incurred for a change in plans orcancellation only when the change or cancellation is required by the University. Certification of the requirementfor the change or cancellation by the traveler’s department head/supervisor is required on the travel voucher.

d. For international travel only, when an international flight segment is more than 10 hours in duration, theUniversity will allow the business rate not to exceed 110 percent of the coach rate. The traveler’s itineraryprovided by the travel agency must document the flight segment as more than 10 hours and must be attachedto the travel voucher

e. A lost airline ticket is the responsibility of the person to whom the ticket was issued. The airline charge forsearching and refunding lost tickets will be charged to the traveler. The difference between the prepaid amountand the amount refunded by the airlines must be paid by the employee.

f. When a companion fare is purchased for a State employee and non-State employee, reimbursement to theState employee will be the amount of the lowest logical fare.

g Contract airfares are to be booked only through the State’s contracted travel agencies and are to be used forofficial State business. Contract airfares are non-penalty tickets. These fares cannot be used for personal/companion or spouse travel. Tickets booked for non-official business under the contract rates will be subjectto disciplinary action as well as payment of the difference between fare paid and full coach fare.

h. Traveler is to use the lowest logical airfare, whether the plane is a prop or a jet.

i. Frequent flyer miles and/or bump tickets accumulated from official State business must be used to purchasetickets for official business. Each individual is solely responsible for notification to their department.

j. In order for the State to continue to receive State contracted airfares, it is necessary that the contract carrierbe utilized. When using the contract airfares there are no restrictions or penalties. In many cases, airlines thatdid not win an award for a certain city will now offer the same or lower price than was awarded to the contractvendor. This is known as a matched carrier. Matched carriers are not to be used unless there is two or morehours difference in the departure or arrival time. The State does not have a contract with the matched farecarriers; therefore, we do not have last seat availability and certain rules including cancellation penalties willapply to these fares.

k. When making airline reservations for a conference, inform the travel agency that you are attending a conference,giving the name of the conference and the airline that is offering a discount rate, if available. In many instances,the conference registration form specifies that certain airlines have been designated as the official carrieroffering discount rates. If so, giving this information to our contracted agencies could result in them securingthe rate for your travel.

5. Use of Corporate Card

a. The University contracts an official corporate card to form one source of payments for all. All travelers shallmake application through Auxiliary Services and will use this card for charging state contracted airfare as wellas other related travel expenses. Proper use of these types of accounts should streamline the process oftravel authorizations and reimbursements. All efforts must be made to comply with the state’s corporate cardprogram.

b. The corporate card is the liability of the employee and not the University. An employee terminating Universityservice must return the card to the appropriate campus business office for cancellation. A retiree may nolonger retain his/her card.

6. BTA Account

The BTA Account is provided for specific reasons as outlined below. Certain requirements must be met beforetravel charges are authorized against the BTA. They are as follows:

• An employee is new,• An infrequent traveler, *• Or has been denied an individual corporate card.

The department must determine if the employee meets any of the BTA requirements. When it has been determinedthat an employee meets one of the three criteria for using the BTA, the following procedure must be followed:

1. The department or employee must notify the Travel/Direct Pay office in Account of the traveler’s BTA elegibilitythen

2. Travel/Direct Pay will inform the travel agent.

Please note: Authorization to use the BTA is not the responsibility of the travel agent.

*Faculty Candidates and visiting dignitaries on LSU business qualify as infrequent travelers.

Policy Number: 1.1.1 – page 10

If circumstances warrant that the corporate card or BTA (Business Travel Account) cannot be used the departmenthead must sign a letter stating that the traveler for that specified trip is on official University business. Thetraveler must carry this letter and his/her driver’s license to the airport to facilitate boarding or be subjected tonon-boarding or charged the difference from coach fare cost.

B. Motor Vehicle

No vehicle may be operated in violation of State or local laws. No traveler may operate a vehicle without having inhis/ her possession a valid State drivers’ license.

Safety restraints shall be used by the driver and passengers of vehicles. All accidents, major and minor, shall bereported first to the local police department or appropriate law enforcement agency. An accident report form, availablefrom the office responsible for campus safety, should be completed as soon as possible and returned to that officealong with the names and addresses of principals and witnesses. These reports are in addition to reporting theaccident to the Department of Public Safety as required by law.

1. University Vehicles

a. All purchases made on University gasoline credit cards must be signed for by the approved traveler makingthe purchase. The license number and the unit price and quantity of the commodity purchased must be notedon the delivery ticket by the vendor. Items incidental to the operation of the vehicle may be purchased viaUniversity gasoline credit cards only when away from official domicile on travel status. In all instances wherea credit card is used to purchase items or services which are incidental to the operation of a vehicle, a tissuecopy of the credit ticket along with a written explanation of the reason for the purchase will be attached to themonthly report required to be filed on all University vehicles.

University credit cards will not be issued to travelers for use in the operation of privately-owned vehicles.

b. University-owned vehicles may be used for out-of-state travel only if permission of the department head hasbeen given prior to departure. If a University vehicle is to be used to travel to a destination more than 500miles from its usual location, documentation that this is the most cost-effective means of travel should bereadily available in the department’s travel reimbursement files.

c. Unauthorized persons should not be transported in University vehicles. Approval of exceptions to this policymay be made by the traveler’s supervisor if he/she determines that the best interest of the University will beserved and if the passenger (or passenger’s guardian) signs a statement acknowledging the fact that theUniversity assumes no liability for any loss, injury, or death resulting from said travel.

2. Personally-Owned Vehicles

a. When two or more persons travel in the same personally-owned vehicle, only one charge will be allowed forthe expense of the vehicle. The person claiming reimbursement shall report the names of the other passengers.

b. A mileage allowance shall be authorized for travelers approved to use personally-owned vehicles while in theconduct of official University business. Mileage shall be reimbursable on the basis of 30 cents per mile.

c. When use of a privately-owned vehicle has been approved for out-of-state travel, the traveler will be reimbursedfor en route expenses inclusive of meals, lodging, and mileage on the basis of 30 cents per mile. The total costmay not exceed the cost of travel by state contract air rates or coach rate if no contract rate is available.

d. When a traveler is required to regularly use his/her personally-owned vehicle for University business, thecampus head or a single designee may authorize a lump sum allowance for transportation or reimbursementfor transportation (mileage). Requests for lump sum allowance must be accompanied by a detailed account ofroutine travel listing exact mileage for each such route. Miscellaneous travel must be justified by at least athree-month travel history to include a complete mileage log for all travel incurred showing all points traveledto or from and the exact mileage. Requests for lump sum allowance shall be granted for periods not to exceedone fiscal year.

e. The traveler shall be required to pay all operating expenses of the vehicle, including fuel, repairs, andinsurance.

3. Rented Motor Vehicles

a. Written approval of the traveler’s chancellor/dean (or equivalent level supervisor) prior to departure is requiredfor the rental of vehicles. Such approval may be given when it is shown that vehicle rental is the only or most

Policy Number: 1.1.1 – page 11economical means by which the purpose of the trip can be accomplished. In each instance documentationshowing cost effectiveness of available options must be attached to the travel expense voucher.

b. Only the cost of rental of subcompact or compact models is reimbursable, unless (1) non-availability isdocumented, (2) the vehicle will be used to transport more than two persons, or (3) the cost of a larger vehicleis no more than the rental rate of a subcompact or compact.

c. Collision Deductible Waiver (CDW) is not reimbursable for domestic travel but may be reimbursed forinternational travel. Should a collision occur while on official University business, the cost of the deductibleshould be paid by the traveler and reimbursement claimed on a travel expense voucher. The accident shouldalso be reported to the office responsible for campus safety.

d. Personal accident insurance when renting a vehicle is not reimbursable. Employees are covered underworkmen’s compensation while on official University business.

e. Any personal mileage on a vehicle rented for official University business is not reimbursable and shall bededucted.

C. Public Ground Transportation

The cost of public ground transportation such as buses, subways, airport limousines, and taxis is reimbursablewhen the expenses are incurred as part of approved University travel. Receipts are required for individual amountsover $15.

D. To and From Common Carrier Terminals and Home or Office

1. Reimbursement will be allowed for taxicab fares between a common carrier or other terminal and either theemployee’s home or office. Receipts are required for individual amounts over $15.

2. Instead of using a taxicab, payment on a mileage basis at the rate of 30 cents per mile will be allowed for theround-trip mileage of a privately owned vehicle.

3. If the vehicle is stored at the common carrier terminal, reimbursement is limited to one round trip and the costof storage for a maximum of ten days. Receipts required for individual amounts over $5.

IV.Reimbursement for Lodging and Meals

A. Eligibility

1. Official Domicile/Temporary Assignment

Travelers are eligible to receive reimbursement for travel only when away from “official domicile” or on temporaryassignment unless exception is granted in accordance with these regulations. Temporary assignments will bedeemed to have ceased after a period of 31 calendar days and after such period the place of assignment shall bedeemed to be his/her official domicile. He/she shall not be allowed travel and subsistence unless permission toextend the 31-day period has been secured from the campus head or a single designee.

2. Travel Period

Travelers may be reimbursed for meals according to the following schedule:

a. Breakfast: When travel begins at or before 6 a.m. on the first day of travel, or extends beyond 9 a.m. on thelast day of travel, and for any intervening days.

b. Lunch: No reimbursement shall be made for lunch for travel except when 1) Travel extends over at least onenight, 2) traveler is eligible for both the breakfast and dinner meals or, 3) traveler is in travel status for 12 hoursor more in duration. If travel extends overnight, lunch may be reimbursed for those days where travel beginsat or before 10 a.m. on the first day of travel, or extends beyond 2 p.m. on the last day of travel, and for anyintervening days.

c. Dinner: When travel begins at or before 4 p.m. on the first day of travel or extends beyond 8 p.m. on the lastday of travel, and for any intervening days.

B. Exceptions

1. Twenty-five Percent Over Allowances

Employees may be allowed to exceed the lodging and meal provision of these regulations by no more than 25percent on a case-by-case basis with prior written approval of the traveler’s dean (or equivalent supervisor).Each case must be fully documented as to necessity (e.g., proximity to meeting place) and cost effectiveness ofalternative options. Documentation must be attached to the travel expense voucher. This authority shall not be

Policy Number: 1.1.1 – page 12delegated to any other person. Reimbursement requests must be accompanied by receipts.

2. Actual Expenses for State Officers

State officers and others so authorized by statute or individual exception will be reimbursed on an actual expensebasis for meals and lodging except in cases where other provisions for reimbursement have been made bystatute. The request for reimbursement must be accompanied by a receipt or other supporting document foreach item claimed and shall not be extravagant and will be reasonable in relationship to the purpose of the travel.Positions eligible for actual expenses reimbursement are President, Vice President, Chancellor, and ViceChancellor.

C. Meals (Including Tax and Tips)

1. Travelers may be reimbursed up to the following amounts for meals:

Out of StateIn-State (inc. N.O.) High Cost

Breakfast $ 6 $ 6 $ 8Lunch 8 9 10Dinner 12 14 19Total $26 $29 $37

2. Receipts are not required for routine meals within these allowances. Number of meals claimed must be shown ontravel voucher. Partial meals such as continental breakfasts or airline meals are not considered meals. If mealsof State officers exceed these allowances, receipts are required.

3. Cost of meals served in conjunction with State/University-sponsored in-State conferences may not exceed thefollowing, exclusive of tax and tip:

a. Lunch in-State, excluding New Orleans - $10b. Lunch, New Orleans - $12

4. Refreshment expenditures for a meeting, conference or convention are to be within the following rates:a. Served on State/University property - not to exceed $2 per person, per morning and/or afternoon session;b. Served on hotel properties - not to exceed $3.50 exclusive of tax and tip per person, per morning and/or

afternoon session.

D. Lodging (plus Tax, Receipt Required)

Receipts from a bona fide hotel or motel for lodging shall be submitted and attached to travel voucher. The actualamounts are not to exceed:

$55 In-State (except as listed)$60 Baton Rouge$70 Bossier, Lake Charles, Shreveport$90 New Orleans (Gretna, Kenner, Metairie will be considered a suburgs of New Orleans for

lodging only.)$65 Out-of-State (except those listed)$105 High cost areas (Atlanta. Baltimore, Boston, Cleveland, Dallas, Denver, Detroit, Houston, Los

Angeles, Miami, Nashville, Oakland, Ca., Philadelphia. Phoenix, Pittsburgh, Portland, Or.,San Diego, St. Louis, Seattle, Tampa, Fl., Wilmington, De., all of Alaska and Hawaii)

$129 Chicago, San Francisco, Washington, D.C.$165 New York City*

*The inclusion of suburbs of these cities shall be determined by the business office on a case-by-case basis.

E. Conference Lodging (Plus Tax. Receipts Required)

Travelers may be reimbursed actual expenses for conference hotel lodging per the following rates if the are madeat the actual conference hotel. When reservations are not available at the conference hotel and multi-hotels areoffered in conjunction with a conference, traveler shall seek prices and utilize the least expensive. In the event allconference hotels are unavailable, then the traveler is subject to making reservations within the hotel rates asallowed in Section D above. Documentation required is a registration receipt, formal agenda and/or program. Mealsthat are a designated integral part of the conference may be reimbursed on an actual expense basis with priorapproval by the department head.

Policy Number: 1.1.1 – page 13$65 In-State (except as listed)$70 Baton Rouge$80 Bossier City, Lake Charles. Shreveport$110 New Orleans*, State sponsored conferences$140 Out-of state* and New Orleans for non-State sponsored conferences$165 New York City*

*The inclusion of suburbs of these cities shall be determined by the business office on a case-by-case basis.

For conferences hosted by the University you must either use the state contracted travel services or solicit three (3)competitive quotes to include sleeping rooms, meeting rooms, meals and breaks, etc. No reimbursements areallowed for functions not relating to a conference, i.e. tours, dances, etc.

F. Extended Stays

For travel assignment involving duty for extended periods at a fixed location, the reimbursement rates indicatedshould be adjusted downward whenever possible. Claims for meals and lodging may be reported on a per diembasis supported by lodging receipts. Care should be exercised to prevent allowing rates in excess of those requiredto meet the necessary authorized subsistence expenses. It is the responsibility of each campus head to authorizeonly such travel allowances as are justified by the circumstances affecting the travel.

V. Reimbursement for Other Expenses

The following expenses incidental to travel may be reimbursed:

A. Communications expense relative to official University business (receipts required for over $3). Employees ondomestic overnight travel status can be reimbursed up to $3 for one call home upon arrival at their destination anda call every second night after the first night if the travel is extended several days. Employees on international travelcan be reimbursed calls to their home for a maximum of five minutes per call for a maximum of two calls per trip(within the first 24 hours of the trip) and one call to confirm return schedule (within the last 24 hours of the trip). Forstays in excess of seven days, one call will be allowed for each additional week. An additional week will be definedto be at least four days in duration.

B. Charges for storage and handling of equipment (receipts required);

C. Tips for baggage handling not to exceed $1 per bag for a maximum of three (3) bags, and limited to handling two (2)times for arrival and two (2) times per departure;

D. Travelers using motor vehicles on official University business will be reimbursed for necessary storage and parkingfees, ferry fares, and road and bridge tolls (receipts required for individual amounts over $5);

E. Registration fees at conferences/conventions (receipts required). When registration fee is claimed, traveler mustitemize what it covers, i.e., conference attendance, meals lodging, transportation, etc. Items included in the registrationfee cannot be claimed again. Example: meals included in the registration fee must be excluded from the daily mealallowance. Meals that are a designated integral part of the conference may be reimbursed on an actual expensebasis with prior approval of the department head.

F. Room rental for a conference meeting using:

1. Procurement code or

2. State contracted travel services

G. Tips for valet parking not to exceed $1 per in and $1 per out, per day, if use is mandatory.

H. Laundry services - employees on travel for more than seven (7) days up to fourteen (14) days are eligible for $20 oflaundry services, and for more than fourteen (14) days up to twenty-one (21 ) days an additional $20 of laundryservices, and so on (receipts required).

VI. International Travel

All international travel must be approved in writing by the campus head or a single designee prior to departure. Requestsfor such travel should be submitted through appropriate administrative channels and should show:A. Place to be visited and route if other than direct;B. Purpose of travel;

Policy Number: 1.1.1 – page 14C. Dates of travel;D. Source of funds for travel and estimated total cost.

E. Any special allowances for meal and lodging reimbursement. U.S. Agency for International Development (AID)rates may be authorized upon request.

International travelers will be reimbursed at the high-cost area rates for lodging and for meals at out-of-state ratesunless U.S. State Department rates are requested and authorized. Receipts are required for lodging and for mealsover the allowed rates.

The campus head will report all international travel authorizations to the Commissioner of Administration on a monthlybasis. Copies of approved travel authorizations may be submitted as the report.

VII. Visitors to the Campus

When visitors are brought to the campus with the understanding that travel expenses will be reimbursed the followingprocedure should be used.

A. A letter should be addressed to the visitor prior to his departure informing him of the necessity of obtaining receipts,keeping a record of expenses of his trip, and that reimbursement will be made in accordance with University travelregulations. State contracted travel services may be used to arrange travel for visitors to the campus but are notrequired if the visitor makes their own arrangements from their departure city.

B. The University official at whose behest the visitor is on the campus shall be responsible for preparing thereimbursement voucher on the proper form and obtaining the visitor’s signature thereon. The visitor’s address andsocial security number must appear on the voucher

C. Written authorization for reimbursement of travel expenses must be obtained from the campus head or a singledesignee prior to a person being invited to campus for an employment interview. Travel for the spouse of a candidatemay also be authorized for the employment interview. An annual report must be made to the Commissioner ofAdministration on travel expense reimbursement of persons invited for employment interviews, giving the name ofthe person, the title of the vacant position, and the amount of reimbursement.

D. Written approval of the dean is required for reimbursement of expenses for superior graduate and medical studentsbeing recruited by the University.

VIII. Special Meals

A. Reimbursement designed for those occasions when as a matter of extraordinary courtesy or necessity, it isappropriate and in the best interest of the University to use public funds for provision of a meal to a person who isnot otherwise eligible for such reimbursement and where reimbursement is not available from another source.(NOTE: Expenses for spouses and children of employees may not be paid from public funds.) Examples include:

1. Candidates for employment at the University who are being hosted at a meal by University personnel. Thenumber of University personnel participating should be kept to a minimum.

2. Guest lecturers, visiting scholars and other visiting dignitaries or executive-level persons from other governmentalunits, business, or industry and persons providing identified gratuity services to the University. This explicitlydoes not include normal visits, meetings, reviews, etc., by federal or state representatives.

3. Extraordinary situations when University employees are required by their supervisor to work more than a 12-hourweekday or a 6-hour weekend (when such are not normal working hours to meet critical deadlines or to handleemergencies).

B. Reimbursement limits are $8 per person for breakfast, $10 per person for lunch, or $20 per person for dinner.University employees should be included only to the extent that their official capacity would indicate their presenceas desirable.

C. All special meals must have prior written approval from the campus head in order to be reimbursed.

D. The campus head will report on a semiannual basis to the Commissioner of Administration all special mealreimbursements made during the previous six months. These reports must include, for each special meal, the

Policy Number: 1.1.1 – page 15name and title of the person receiving reimbursements, the name and title of each recipient, the cost of each meal,and an explanation as to why the meal was in the best interest of the State. Renewal of approval authority delegationto the campus head will depend upon a review of all special meals authorized and paid during the period.

E. Requests to the campus head for special meal authorization must be under signature of the employee assumingresponsibility. The request must include:1. Name and position/title of the employee requesting authority to incur expenses and assuming responsibility for

such;2. Statement of the nature of the activity and clear justification of the necessity and appropriateness of the request;3. Names, official titles and affiliations of all persons for whom reimbursement of meal expenses is being requested.

F. To claim reimbursement, all of the following must be submitted by the employee:

1. Detailed breakdown of all expenses incurred, with appropriate receipt(s);2. Subtraction of cost of any alcoholic beverages;

3. Original of prior written approval from the campus head;

4. Receipts.

Allen A. Copping, President

Attachmentcc: System Officers


Certificate of Governmental Exemption from the Payment of Hotel Lodging Taxes

This form is to be used for the exemption from the payment of hotel lodging taxes by employees of the government ofthe United States and the State of Louisiana and its political subdivisions as documented eligibility for exemption frompayment of state sales taxes on hotel lodging charges that are directly reimbursable by government employers.

This certifies that _____________________________________________________________________________

Is an employee _______________________________________________________________________________

Whose address and telephone number are __________________________________________________________

_______________________________________________________ ________________________________

and the lodging charges incurred by the employee at the_______________________________________________

during the period

_________________ , _______________________________________________________________________

Are necessitated by the employee’s conduct of the official business of the government agency. The employee’s lodgingexpenses are required to be accounted for to his government agency employer and are reimbursable by the employer tothe employee in the actual amount incurred. This government agency, therefore, claims exemption for the payment oflodging taxes on the charges for the occupancy of the employee’s hotel room.

_______________________________________ ___________________________________ ____________________Name and Title of Employee Signature Date

_______________________________________ ___________________________________ ____________________Name and Title of Employee Representatives Signature Date

This form is usable only in documenting eligibility for exemption from the payment of state sales tax oncharges from room occupancy. The state sales tax must be paid on other taxable purchases from the hotel,including meals, laundry, dry cleaning, and vehicle parking. When this form bears the signature of only theemployee, the form must be accompanied by a copy of the employees written travel orders, in which thegovernment employer directs a stay at the specific hotel accepting the form, or alternatively, at any hotelwithin a narrowly defined geographic area. The hotel must retain this certificate and photocopy of the travelorders to document the exemption. This form is not valid to document exemption from the payment of localroom occupancy taxes.

Name of the Employee

Name of Government Employer

Street

City, State, Zip Telephone

Name of Hotel

Date of Employee’s Stay


SPECIAL TRAVEL PROCEDURESORGAN PROCUREMENT PROGRAM

The following procedures have been established to comply with minimum standards in documenting the special travelrequirements of the organ procurement program in the Department of Surgery, LSUIVIC-S.

(1) All non-emergency travel must conform to the normal procedures for travel authorizations. This includesapproval by the Department Chairman of the “Prior Approval Request for Travel” and “Travel ExpenseVoucher” forms.

Emergency travel involving the transport of organs under demanding time constraints must conform to the followingapproval and documentation requirements.

(a) The most cost effective means of transportation that suitably meet program requirements must be used.

(b) All travel must be authorized by the Department Chairman on the “Prior Approval Request for Travel” form.Retroactive approval is permitted when a prior approval cannot be obtained. It is expected that a verbalapproval will be obtained when written prior approval is not possible.

(c) The final travel reimbursement report, as provided on the “Travel Expense Voucher”, must also be approvedby the Department Chairman.

(d) A log will be maintained by the Department of Surgery specifying the dates of travel, number of travelers, thedestination, means of transportation, and total cost of travel.

(e) A copy of the prior approval form and the travel voucher for each emergency trip should be kept on file by thedepartment for a period of three (3) years. A means to cross-reference these travel documents to the logshould be developed to facilitate any potential future audits.

(f) When unanticipated or emergency car rentals are required, these must be documented on the “Prior ApprovalRequest for Travel” form in the appropriate space provided.

(g) When needed, travel by personally owned vehicle is allowed and reimbursable at the mileage rate publishedin the State General Travel Regulations.

Policy Number: 1.1.1 – page 20APPENDIX D

A summary of the composition of metropolitan areas defined as extra high cost and high cost by the Commissioner ofAdministration.

Terminology

MSA - Metropolitan Statistical Area

CMSA - Consolidated Metropolitan Statistical Area

PMSA - Primary Metropolitan Statistical Area. PMSA’S are pulled together to form CMSA’S

NECMSA - New England Consolidated Metropolitan Statistical Area-- Because of its small size and population density,much of the New England Coast falls into consolidated metropolitan areas. Source: Statistical Abstract of the UnitedStates. 1986.

City CMSA or MSA PMSA/MSAA Counties

New York New York-Northern New Jersey New Jersey-Long Beach Passaic-Bergen PMSA NY-NJ-CN CMSA Passaic

BergenNewark PMSAEssexMorrisSussexUnionMonmouth-Ocean PMSAMonmouthOceanHudson PMSAHunterdonMiddlesexSomersetNew York StateNassau-Suffolk PMSANassauSuffolkNew York, New York PMSABronxNew YorkKingsQueensRichmondOrangePutnamRocklandWestchesterConnecticutFairfield PMSAFairfield


City CMSA or MSA PMSA/MSAA Counties

Washington, DC Washington, DC-Maryland District of Columbia Maryland Virginia MSA Calvert

CharlesFrederickMontgomeryPrince GeorgesVirginiaArlingtonFairfaxLoudounPrince WilliamStaffordAlexandria, CityFairfax, CityFalls Church, CityManassas, CityManassas Park, City

Boston Boston-Lawrence-Salem- MassachusettsLowell-Brockton- Essex

Massachusetts-New Middlesex Hampshire NECMSA Norfolk

PlymouthSuffolkNew HampshireNashua, City

Chicago Chicago-Gary-Lake IllinoisCounty IL-IN-WI Aurora-Elgin PMSACMSA KaneKendall

Chicago PMSACookDu PageMcHenryJoliet PMSAGrundyWillLake County PMSALakePorterWisconsinKenosha PMSAKenosha


City CMSA or MSA PMSA/MSA CountiesLos Angeles Los Angeles-Anaheim Calitornia Riverside, CA CMSA Anaheim-Santa Anna PMSA

OrangeLos Angeles-Long BeachPMSALos AngelesOxnard-Ventura PMSAVenturaRiverside-SanBernardinoPMSARiversideSan Bernardino

Philadelphia Philadelphia- Philadelphia PMSAWilmington-Trenton PennsylvaniaPA-NJ-DE-MD CMSA Bucks

ChesterDelawareMontgomeryPhiladelphiaNew JerseyBurlingtonCamdenGloucesterTrenton, NJ PMSAMercerVineland-MillvilleBridgeton, NJ PMSACumberlandWilmingtonDE-NJ-MD PMSADelawareNew CastleNew JerseySalemMarylandCecil

San Francisco San Francisco- CaliforniaOakland-San Jose Oakland PMSACA CIMSA Alameda

Contra CostaSan Francisco PMSAMarinSan FranciscoSan MateoSan Jose PMSASanta Clara

CA CMSA Santa Cruz PMSASanta CruzSantaRosa-Petaluma PMSASonomaVallejo-Fairfield-NapaPMSANapaSolano


APPENDIX E

1. Corporate Travel Card Regulations

A. General

The Louisiana State University Health Sciences Center corporate travel card is an American Express corporatetravel card unique to our Health Sciences Center. It is offered to the faculty and staff of Louisiana State UniversityHealth Sciences Center in lieu of tying up personal cash on business trips. This is a private industry trend that isbecoming more commonplace in colleges and universities.

1. PurposeEffective with this Policy, cash advances for faculty and staff for travel purposes are no longer authorized.Travel agents are not authorized to charge tickets to the university.

The university has made arrangements for faculty and staff to apply for an American Express corporatetravel card to charge authorized travel expenses. The corporate card is a personal charge card of which theindividual has the sole responsibility of all charges against it. The card is offered at no annual fee to theindividual.

There are two major reasons for implementing such a program. First, it can provide another means ofobtaining valuable information about travel patterns to be used in negotiating discounted fares and rates.The corporate travel card program is a detailed travel management reporting system. Reports that arecommonly available with such programs include expenditures by industry (airlines, hotels, and so forth), byvendor, and by geographic region. Second, it reduces or eliminates the need for cash travel advances:these funds can then be put to more productive uses.

Each eligible faculty or staff member is responsible to submit university travel vouchers to the university forreimbursement and make payment directly to the corporate card company to keep the account in currentstatus.

2. Advantages1) Employee Benefits2) Administrative Savings3) Cash Flow4) Tighter Expense Control.

3. AuthorizationAll faculty and unclassified personnel whose jobs require them at some time to travel will be given aninvitation to apply. All classified staff who travel because of their job will be invited to apply. Others mayrequest application and be approved through a demonstrated need for travel.

4. RestrictionsThere is a lower limit of $15,000 salary established by the credit card company. The option to grant cardsunder the $15,000 limit with corporate liability is not acceptable.

B. Application of Program1. Card Application

Applications are available in the Auxiliary Services Director’s Office. The application process consists of thefollowing steps.a) An application may be picked up in the Office of Auxiliary Services or a request be made for an

application to be sent by calling Extension 7650.b) The corporate card application is to be filled out according to the instructions on the application.c) All copies of the application are to be returned to the Director of Auxiliary Services for processing.

Auxiliary Services will be available to assist qualified applicants in the application process and to answerany questions. Questions may be directed to that office by calling Extension 7650.

2. Travel for those individuals who may not quality for the corporate card.

The travel approval process is still open to all regardless of participation in the plan; however, cash advanceswill be made only in special cases approved by the Vice Chancellor for Business and Reimbursements.

Policy Number: 1.1.1 – page 24Special cases would only include those requests from individuals not meeting the salary limit to obtain a card,or to those who have been denied the card by the sponsoring corporate provider

A separate memorandum of explanation for undue hardship signed by the department head and approved bythe Vice Chancellor for Business and Reimbursements is required.

After receipt of the request for cash advance due to extenuating circumstances, the approved travel requestwill be forwarded to the Accounting Department. Accounting will assign an authorization number to the approvedrequest allowing the traveler to make arrangements only with the current approved travel agency. TheAccounting Department will notify the travel agency of the traveler’s name, authorization number anddestination. The current state authorized travel agency for our institution in Shreveport is

Navigant InternationalRoom F-6-27

Biomedical Research Foundation (318) 675-4389

Prior approval for all travel will still be required.

3. Use of the corporate card is not mandated for travel. Cash advances for travel, except for the above notedcircumstances, are not available.

4. Management

The Director of Auxiliary Services will direct and coordinate this process. It will be the responsibility of theDirector to issue applications and maintain and coordinate management reports. The corporate card companywill accept applications, verify credit and issue cards to the members. The Director of Auxiliary Services willbe the management liaison for the travel management program and the associated vendors.

5. Confidentiality

The corporate card is a corporate charge card granted by the University. It does not involve a bank line ofcredit. The only personal financial disclosure is of salary range and a bank reference. This information is notrecorded in the Administrative Office and is not available for review.

The card is not meant to be for personal expenses and the university has no desire to review reportedexpenditures. The card member activity report will not be subscribed to under this program.

6. Termination

The corporate card will be added to the check out procedures list of the university. Cards will be collected andcancelled based upon the termination of staff.

1.1.1 - lsu health shreveport

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