LOUISIANA TRAVEL POLICY TRAINING

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• LOUISIANA TRAVEL POLICY TRAINING

PPM 49 POLICY AND PROCEDURE MEMORANDUM 49
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PPM49 SMART PHONE APP
wwwcfprd.doa.louisiana.gov/travel/

• PPM49 ACCESS FOR WHILE YOU ARE TRAVELING USE
  WEB ADDRESS ABOVE ON YOUR PHONE AND ACCESS FROM
  LEO P OR H NUMBER
• CATEGORIES INCLUDE
• MEAL ALLOWANCE TIERS/PRICING
• HOTEL ALLOWANCE TIERS/PRICING
• RENTAL CAR (discount codes and phone numbers)
• TIPS SECTION
• TAXI SECTION
• LUGGAGE SECTION

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www.doa.louisiana.gov/osp/travel
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CONTRACTED TRAVEL AGENCY SHORTS TRAVEL
MANAGEMENT TOLL FREE 888-846-6810 EMAIL
STATE_at_SHORTSTRAVEL.COM WEBSITE
WWW.SHORTSTRAVEL.COM/LA AFTER HOURS
SERVICE (AFTER 500 PM AND ON WEEKENDS) 888-846-68
10 PLEASE NOTE THAT THERE IS A 15 CHARGE PER
CALL FOR AFTER HOUR SERVICES (Agency will have
final decision on reimbursement of this charge,
which should depend on reason for call.  i.e.
true emergency and not to check on flight time,
hotel information, etc.) TRUE NORTH TRAVEL
SOLUTIONS MOTOR COACH TRAVEL ONLY DIRECT
312-698-8991 FAX [phone] EMAIL
NICK_at_TRUENORTH-TRAVEL.COM
.
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AIRFARE REIMBURSEMENTS
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UNUSED TICKETS

• Travelers should monitor unused tickets
• GET EMAILS TO UTILIZE OR NOTIFY AGENCY FOR
• SOMEONES ELSE TO UTILIZE NOTIFICATION SENT
• 90, 60, 30 AND 14 DAYS PRIOR TO EXPIRATION
• LISTED ON DASHBOARD OR HOME PAGE WHEN YOU
• LOG INTO BOOKING SYSTEM
• Should always use unused ticket credits first
  when
• traveling on future trips
• If traveler knows not going to travel within
  expiration
• date of unused ticket, get with travel
  program
• administrator to change ticket name, if
  possible

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PERSONAL VEHICLES
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Personal Vehicle Changes

• Personal Mileage Reimbursement
• Up to 99 Miles Maximum Per Trip/Day
• Over 100 Miles of Travel
• Utilize State Vehicle, If Available
• Rent Vehicle from State Motor Pool Rental
  Contract from Enterprise Rent-A-Car
• Use Personal Vehicle with Reimbursement Up To 99
  Miles
• NO MILEAGE REIMBURSEMENT OR RENTALS IF EMPLOYEE
  IS RECEIVING A MONTHLY ALLOWANCE

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Onetime Bypass/Program Exemption
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RENTAL VEHICLES

• VEHICLE SIZE REIMBURSEMENT
• COMPACT OR INTERMEDIATE
• REQUIRES PRIOR APPROVAL FROM DEPARTMENT
  HEAD OR DESIGNEE MAY BE DONE ON ANNUAL
  BASIS
• MANDATORY IN-STATE AND OUT-OF STATE
• PERSONAL USE OF RENTAL VEHICLE DURING A
• RENTAL FOR OFFICIAL STATE BUSINESS IS NOT
• ALLOWED.

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IN-STATE VEHICLE RENTAL CONTRACT

• ENTERPRISE NA1403
• Enterprise will provide the following
• Pickup, free of charge, from a business or home
  with advanced notice.
• Free upgrade if allowed/needed size vehicle is
  unavailable
• No charges for additional drivers
• 24/7 Roadside Services
• Rates include unlimited mileage for all rentals
  based out of Louisiana
• In the event that the State traveler has need for
  the vehicle before Enterprises normal hours of
  operation, Enterprise will start rental charges
  at 730 A.M. the morning in which the rental is
  needed with pickup before the close of business
  the night prior.
• No Drop off charges for rentals in Louisiana that
  commence in Louisiana.
• Allowance of age 18 or older to drive rental
  vehicles, with valid drivers license, and age 25
  or older to drive a 12 and 15 passenger van when
  meeting Enterprises other normal renter
  qualifications. 18-20 year old renters will be
  limited to Intermediate size vehicles and below
  and be assessed a 5.00/day surcharge

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State Motor Pool RentalContract Special
Conditions
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OUT-OF-STATE DOMESTIC VEHICLE RENTAL CONTRACTS

• NATIONAL/ENTERPRISE NA1403
• HERTZ 70592
• MANDATORY
• CITY/STATE SURCHARGE DIFFERENTIAL RATES
• INCLUDES CDW/DAMAGE WAIVER 1 MILLION LIABILITY
  PROTECTION
• FREE UPGRADES
• DIRECT BILLING
• UNLIMITED MILEAGE FOR ROUNDTRIP
• ONE-WAY DROP OFF CHARGE MAY BE APPLICABLE
• SMOKING DAMAGE FEE

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GASOLINE
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Ground Transportation

• (TAXI, SHUTTLE, BUS, SUBWAY, ETC)
• AIRPORT SHUTTLE/LIMOUSINES AND TAXI
  REMIBURSEMENTS NEED A RECEIPT
• REGARDLESS OF AMOUNT
• TIP ALLOWED FOR SHUTTLES/LIMOUSINES AND TAXIS
  NOT TO EXCEED 15 -
• TIP MUST BE ON THE RECEIPT
• UP TO 15 /DAY FOR ALL OTHER GROUND
  TRANSPORTATION - NO RECEIPT NEEDED

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PARKING

• BATON ROUGE AIRPORT
• INDOOR/OUTDOOR PARKING
• 3.50 PER DAY (NO RECEIPT)
• COUPON REQUIRED AND STATE ID
• NEW ORLEANS AIRPORT
• PARK-N-FLY OUR WEBSITE
• 7.00 PER DAY 42.00 PER WEEK
• OTHER PARKING FERRY FARES AND ROAD AND BRIDGE
  TOLLS -
• 5.00 PER DAY WITHOUT RECEIPT
• OVER 5.00 MUST HAVE RECEIPT

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MEALS
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LODGING
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Routine and Conference Lodging

• Routine Department Head up to 50 Percent Over
• Case by Case Basis
• ONLY FOR LODGING NO OTHER AREAS
• Justification showing that attempts were made
  with hotels in area to receive State/best rate.

• Conference Department Head Approval for
  Actual Cost
• Designated Conference Hotel
• Single Occupancy Standard Room
• Several Designated Should Utilize Lowest

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HOTEL RESERVATIONS http//louisiana.hotelplanne
r.com/

• HOTELPLANNERS
• MANDATORY
• BETTER PRICING
• READ CANCELLATION CAREFULLY
• NON-REFUNDABLE
• CANCEL DAYS IN ADVANCE
• NEGOTIATED RATES AND TRANSIENT
• CANCEL THROUGH PORTAL
• GET RECEIPT AT TIME OF BOOKING FROM HOTEL
  PLANNERS
• GET HOTEL RECIEPT WITH JUST INCIDENTAL CHARGES
  (NAME ADDRESS DATES STAYED)
• GET RECEIPT FROM HOTEL PLANNERS WITHIN 48 HOURS
  OR RETURN VERIFICATION OF STAY

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• Do we have to utilize the portal for conference
  hotels?
• You should check the portal, if not listed under
  conference rate, then DH can grant exemption
• Does mandatory use of the HotelPlanner portal
  apply to non-employee travelers such as students,
  prospective employees, prospective student
  athletics (recruits), and visitors such as
  lecturers or accreditation teams? Yes
• I am unable to see the correct rates in the
  portal they are all showing 25.00, what should I
  do? 
• This is a browser issue please contact your IT
  department
• If there were hotel reservations prior to Nov 1,
  2014 do we need to cancel and rebook?
• This is an agency decision
• How does the approval process work?
• The traveler will go into the portal book their
  reservation, select their department and chose
  notify my approver
• If the purchase is not pre-paid, and a CBA used,
  a credit card authorization form has to be
  completed and sent to the hotel since the credit
  card will not be with the traveler.  Is there a
  way to electronically send the credit card
  authorization form?
• Yes, HotelPlanners incorporates a credit card
  authorization form within the portal.  The
  approver will see this Credit Card form at the
  bottom of their confirmation (Do not close screen
  or you will lose this option).  The cc form can
  be saved to the approver computer, printed, and
  sent electronically to the hotel. It is suggested
  that you call the hotel to assure they have
  received the cc form and not misplaced the form. 
  
• Regarding the credit card authorization forms, do
  all hotels accept the generic hotel planner
  form? 
• If you encounter a hotel not accepting this form
  please contact Pat Smith at 1-800-760-7718 x739
• Are fax numbers on HotelPlanners generated CC
  authorization forms correct? 
• The fax number are supplied in the system by the
  hotels. A hotel may have several fax numbers for
  the hotel, you may find that a desk clerk will
  ask you to fax it to an alternate number. If you
  find any hotel that does not accept the cc
  within our portal please contact Pat Smith at
  1-800-760-7718 x739 
• Will the approver receive an email of the receipt
  for a guest when checking out of a hotel which
  was paid on a CBA?
• Yes- the approver and traveler will be sent a
  copy, but only when being pre-paid.  This has
  been the case with the approval process.    
• When a reservation is prepaid, is state sales tax
  removed for Louisiana hotels? 

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Lodging/Meals with Family
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MISCELLANEOUS EXPENSE

• COMMUNICATION EXPENSES - BUSINESS -
  PERSONAL
• INTERNET CHARGES
• TIPS FOR BAGGAGE
• HOTEL- 3 Max per hotel check-in and 3 per
  hotel check-out
• AIRPORT- 3 Max per outbound departure
• and 3 per in-bound trip
• LUGGAGE ALLOWANCES
• Department Head may approve reimbursement for
  first checked bag for trip of 5 days or less
• and second bag for trip of 6-10 days.
  Additional baggage required by agency
• Receipt Required.

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