travel staff paula toups, director –[email protected]@lsu.edu –(225) 578-3366 beverly...
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Travel Staff
Paula Toups, Director– [email protected]
– (225) 578-3366
Beverly Joseph, Manager– [email protected]
– (225) 578-1540
Grady Patterson, Accountant 3– [email protected]– (225) 578-3699
Chandra Pidgeon, Accountant 1– [email protected]– (225) 578-3697
Sheryl Rayborn, Account Technician– [email protected]– (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
