travel staff paula toups, director –ptoups@lsu.eduptoups@lsu.edu –(225) 578-3366 beverly...

Travel Staff

Paula Toups, Director– Ptoups@lsu.edu

– (225) 578-3366

Beverly Joseph, Manager– Bjosep1@lsu.edu

– (225) 578-1540

Grady Patterson, Accountant 3– Gpatterson@lsu.edu– (225) 578-3699

Chandra Pidgeon, Accountant 1– Cpidge1@lsu.edu– (225) 578-3697

Sheryl Rayborn, Account Technician– Sraybor@lsu.edu– (225) 578-3698

Travel & Special Meals

Travel AuthorizationsTravel FundsAmerican Express – Corporate Card, BTASpecial Meals RequirementsWeb Site Assistance International Travel & Foreign Currency

ConversionRelocation ReimbursementsCompletion of Travel Expense Vouchers

Travel Authorizations

AS292 Request for Authorization to Travel- official travel of employees - approving vehicle rental- additional allowances for lodging and meals

AS516 Request for Authorization to Reimburse Expenses of Guests, Interviewees, Student Participants and Workshop Participants– Official travel of non-employees– approving “special meals”

American Express Corporate Card Program

Employee Corporate CardBTA – Business Travel Account

– Airfare only– Employee travel– Official guests of LSU– Personal travel disallowed– Reconciliation and payment

Travel Funds

American Express Corporate CardAmerican Express BTAPersonal Credit CardTravel Advance – limitations – AS86

Special Meals

Regulated by State of LouisianaSource of Funds for Special MealsAS499 Authorization/ApprovalProcurement ConcernsAS506 Summary Requirements

Use of University Funds for Special Meals

Meal for official guest providing gratuity services

Extraordinary overtime Intradepartmental

Business meeting refreshments

Interviewees Workshop participants Student functions

supported by student fee

Inappropriate Special Meals

Staff meetingsRetirement functionsHoliday partiesBirthdaysStaff appreciation

Travel Related Web Sites

www.fas.lsu.edu/AcctServices/travel/ - university travel forms, procedures and State contracts

www.state.la.us/osp/travel - State travel regulations and contracts

www.mapquest.com - maps and mileagewww.oanda.com - foreign currency conversionwww.altavista.com - translate foreign words to

Englishwww.gsa.gov - federal per diem rates

Travel Related Web Sites

www.windstar-tech.com/public - tax issues and tax treaties international students and visitors

www.travel.state.gov - federal per diem rates and travel warnings/restrictions

www.usps.com - to find U.S. zip codes www.canadapost.com - to find Canadian

zip codes

Travel by Air

Must be booked by State Contracted Travel Agency

Exceptions must be approved in advance of travel by Executive Director of Accounting Services

Contract vs Lowest Logical Fare

Travel by Automobile

Rental Vehicle– Contract rates apply– Limited to compact unless

> 2 travelers in vehicle– Domestic car rental

insurance not reimbursed– CDW costs reimbursed for

international travel Personal Vehicle

– Mileage reimbursement only

– Limited to contract airfare amount

Travel by Train

Common with international travel

Retain train tickets and other receipts

Travel by Chartered Bus

Student Study TripsAthletics International travelMust be booked

through Gulf South Travel or

Procurement process

Travel Expense Vouchers

Reimburse travel expenses - employeesReimburse travel expenses - official guestsReimburse employee for special mealProcess payment for BTAs Direct Payment of Group Travel expenses