FY 15 Travel Training
Baton Rouge Community College
Contact Information
 http://www.mybrcc.edu/finance/index.php/travel/
 www.doa.Louisiana.gov/osp/travel
 Shorts Travel - 888-846-6810
www.shortstravel.com/LA
 Cindy Gueho – 225-216-8058
 Sherry Arbour – 225-216-8604
 Keisha Payton – 225-216-8605
The Travel Process
Employee completes Travel
Authorization Form prior to
Travel.
OAF reviews the expense form
For appropriate signatures.
Forms are returned to traveler
if approval is not submitted.
Forms are returned to traveler
if approvals or documentation
is missing.
Employee submits Travel
Authorization form for
Approval.
Approved forms are received in
OAF and date stamped.
OAF audits the expense form
per PPM 49 guidelines.
Approved Travel Authorization
form is Submitted to OAF.
Advances are processed
(i.e. Airfare, Registration, Rental,
Hotel and Cash Advances)
Traveler returns from trip
and complete Travel Expense
Form. Traveler attaches all
documentation and submits
for approval.
Travel Expense form is entered into Banner for
Payment.
Payment is issued to
the employee on the
following Tuesday or
Thursday.
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Definitions
 Employee – an individual who works for BRCC on a full-time, part-time
or temporary basis.
 Traveler – A state officer, state employee or authorized person when
performing authorized travel.
 Travel – When an employee conducts official state business outside
his/her assigned official domicile.
 Official Domicile – an authorized person’s official workplace.
 Routine Travel – When an employee performs travel as part of the
regular course of his/her daily duties outside of the assigned official
domicile. Does not include routine meetings, seminar, conference,
convention or training.
 CBA – Corporate Business Account is used by the agency to cover
advance expenses for the traveler.
Travel Policy
Traveler Responsibility
 Avoid excess cost, unnecessary routes, delays, luxury
accommodations and services unnecessary or unjustified in the
performance of official business.
 Consult LA Travel Guide PPM49 to familiarize themselves with the
official state travel regulations.
 Provide themselves with sufficient funds to cover travel expenses.
 Follow internal procedures created by the Office of Accounting and
Finance (OAF) for all travel.
Policy and Procedure Manual 49
(PPM49)
Method of Transportation
The most cost effective method of transportation that will accomplish the purpose of the travel
shall be selected.

All state travelers are to purchase commercial airline tickets through the state
contracted travel agency. This requirement is mandatory unless approval is granted
from the State Travel Office. Purchase of state contract airfare is not mandatory.
Receipt required.

No person is authorized to use their personal vehicle unless a non availability slip
from the Fleet Manager has been obtained.

Approval from Commissioner of Administration is required for personal vehicle usage
in advance of travel.

If employee is approved to use personal vehicle they may not exceed 99 miles per
round trip and/or day at $.51 cents per mile no gas reimbursement.

Approval of the Agency Head prior to departure is required for the rental of vehicles.
Traveler must show the cost effectiveness of the available options. Only the rental of
compact models is reimbursable. Receipt required
Policy and Procedure Manual 49
(PPM49)
Lodging and Meals
 Travelers are eligible to receive reimbursement for travel only when
away from “Official domicile” or on temporary assignment.
 Meals are not eligible for reimbursements on single day travel.
 Meal allowance includes Tax and Tips. Receipts are not required.
Number of meals must be shown on travel account form. Alcohol is not
reimbursable.
 Routine and conference lodging allowance: Traveler will be reimbursed
lodging rate, plus tax and any mandatory surcharge. Itemized receipts
required. Lodging Tax Exempt form should be given to hotel by
employees.
 Lodging overages should be placed on Travel Request form with
justification and approved prior to travel. Must be approved by Vice
Chancellor.
 Conference Lodging: Must have proof that this is the conference
lodging. If not can only be reimbursed at routine lodging rate.
Meal and Lodging Tiers - Example
Tier I
Breakfast
Lunch
Dinner
$ 9
$13
$29
$51
LODGING:
Routine Lodging
In-State Cities (except as listed)
Alexandria/Leesville/Natchitoches
_
Baton Rouge – EBR
_______
Covington/Slidell – St. Tammany
_______
Lafayette
_______
Lake Charles – Calcasieu
_______
$83
$84
$97
$91
$83
$83
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Policy and Procedure Manual 49
(PPM49)
Reimbursement for Other Expenses
 Gasoline - state preference to purchase gasoline at reasonable cost





from a local station prior to returning rental. Receipt required.
Telephone – up to $3 in personal calls upon arrival at each destination
and up to $3 for personal calls every second night. Receipt not
required.
Internet Access – actual cost. Receipt required.
Baggage Tips – Not to exceed $3 tip per hotel check-in/airline arrival
and $3 tip per hotel check out/airline departure. Receipt not required.
Luggage allowance – reimbursement for first check bag for a business
trip of 5 days or less. Receipt required.
Registration Fees – actual cost. Receipt required
Policy and Procedure Manual 49
(PPM49)
Reimbursement for Other Expenses
 Laundry Services - $20 for travel days between 7 to 14 days.
 Parking – Baton Rouge Airport current contract rate $3.50 per day (no





receipts required). New Orleans current rate $7 per day and $42
weekly. (no receipts required)
Valet Parking - not to exceed, $2 per day.
Ground Transportation – $15 per day
All forms of public ground transportation where a receipt is possible,
must have a receipt
All tips must be included on the receipt (Not to exceed 15% of total
charge)
Tolls – Not to exceed $5 per transaction
Travel Forms
 Travel Authorization form must be completed, approved and submitted
to OAF prior to date of travel or payment of any advances.
 Travel Expense Form must be completed within 30 days of travel.
(justification required for all travel not submitted within time period).
 Expenses shown on a daily basis
 Original signatures are required on all forms.
 Forms must be completed in ink or typewritten.
 All incomplete forms will be returned to traveler without payment.
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Reimbursement Submittal
 Original Travel Account Form with approval.
 Travel expenses itemized Daily
 Approved Travel Request form
 Original hotel itemized Receipts
 An agenda or program is required for all conference travel.
 Airline Itinerary (note if paid via CBA)
 Original receipts for other expenses.
Reimbursement Process
 Agencies are required to reimburse travel within 30 days from receipt of
complete, proper travel documentation. BRCC policy is to process
travel within 14 business days of receipt of complete proper travel
documentation.
 Date stamped in OAF
 Check for required signatures
 Audit based on State Guidelines PPM 49
 Entered into Banner for payment
 Print Checks (Tuesdays and Thursdays)
 Employee is notified
FAQ
WHAT ARE THE RULES FOR TRAVELING OUT-OF-STATE?
If airfare if necessary, you must contact our contracted travel agency, Short’s travel management, to secure all airfare or for cost
estimates and travel times. Short’s can be reached at (888) 846-6810, 24/7/365. Inform the travel agents that you are a traveler
with the State of Louisiana along with your agency information. Purchase airline ticket on corporate travel card or use the
agency’s CBA authorization form. Receipts are required for airfare reimbursements and any/all checked bag fees. Attach the
original receipts to the travel expense voucher for reimbursement upon your return from travel status.
HOW DO I REQUEST REGISTRATION FEE PAYMENT FOR A CONFERENCE, SEMINAR OR
MEETING?
Complete the section of the Travel Authorization Form and submit a copy of the agenda or published meeting notice and
completed registration materials. Note the registration fee deadline. Make sure that you allow enough time for the check to be
cut and mailed. Receipts are required for registration reimbursements. Attach these original receipts to the Travel Expense
Voucher for reimbursement upon your return from travel status.
WHAT SERVICES ARE HANDLED BY THE STATE CONTRACTED TRAVEL AGENCY?
Short’s Travel Management is there for you from start to finish. They can provide all of your travel services from airfare to rental
cars. Short’s can also book your conference hotel. If you have a delayed or cancelled flight after business hours, call (888)
846-6810 for assistance.
HOW ARE LODGING ACCOMMODATIONS HANDLED?
Whether or not a hotel has been identified for your conference, seminar or meeting, the travel agency can assist with booking
available lodging at your destination. NOTE: If you are staying at the conference hotel, your Vice Chancelor may approve the
actual conference rate. If you are not staying at the conference hotel and lodging cost will exceed the maximum allowable rate
for your destination, you must have a statement with explanation for the necessary increase in cost on the Travel Authorization
Form and receive necessary prior approval(s). Receipts are required for hotel reimbursements. Attach these original receipts
to the Travel Expense Voucher for reimbursement upon your return from travel status.
FAQ
WHAT IS REQUIRED FOR CAR RENTAL?
There is a mandatory in-state contract with Enterprise. Also, make sure all necessary approvals are received prior to
vehicle rentals. Receipts are required for vehicle rental reimbursements. Attach these original receipts to the Travel
Expense Voucher for reimbursement upon your return from travel status.
The State has contracted rental vehicles for domestic and out of state travel, excluding Louisiana and international travel,
using the State of Louisiana’s Out-of-State Contracts, which are mandatory. The State of Louisiana Out-Of-State
participating vendors include Enterprise Rent-A-Car, National Car Rental and Hertz Car Rental Corporation.
WHILE IN TRAVEL STATUS, WILL I BE REIMBURSED FOR MISCELLANEOUS EXPENDITURES?
These items may include, but are not limited to, taxi fare, bus fare, shuttle, parking fees, ferry and bridge tolls,
etc. Be sure to provide an estimated amount for these expenses on the Travel Authorization Form. Airport
shuttle limousines, taxis and all public transportation where a receipt is available, requires a receipt for
reimbursements. A driver’s tip for shuttle/limousines and taxis must not exceed 15% of total charge and must be
included on the receipt received from driver/company.
WHAT ARE THE RULES FOR PERSONAL VEHICLE USE WHILE ON BUSINESS TRAVEL?
Employee should utilize a state vehicle when available. If a state vehicle is not available, you must supply
documentation, in writing, from the Fleet Department.
Employee may rent a vehicle from the State’s rental contract if a state vehicle is not available and travel exceeds
100 miles.
If an employee elects to use his /her personal vehicle, reimbursement may not exceed maximum of 99 miles per
round trip at .51 cents per mile. Personal vehicle mileage for BRCC Employees must have approval of Vice
Chancellor. Personal mileage over 99 miles must be granted by the Commissioner of Administration at least 14
days prior to the trip departure date. The total cost of mileage reimbursement may never exceed the cost of a
rental vehicle or the cost of travel by using the lowest logical airfare.
Questions
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