Travel | FAQ's
FAQ's for Travel
- If I must book Southwest, how should I plan to book so that the request is not denied?
- Will there be an upcoming travel card training?
- For conference depart and return dates, what is the time of day cutoff to decide when you should travel?
- If students are traveling without faculty or staff, should the Chancellor’s approval letter be attached to the travel request?
- Do I get reimbursed for miles to the airport?
- Will I be reimbursed for ordering room service for dinner?
- Can Uber, Lyft, or taxis be tipped?
- What if I have an emergency and cannot attend my conference or need to leave early?
- Can I rent an SUV? I prefer that type of car.
- If I fly to Dallas, can I drive back?
- If I upgrade my hotel room for a better view, is that okay?
- I didn’t want the lunch at the conference, can I be reimbursed if I buy my own?
FAQs For Travel
If I must book Southwest, how should I plan to book so that the request is not denied?
All airfare is booked with the CBA. Before travelers make reservations on Southwest, they can confirm the requested travel date(s) and time(s) are approved.
Will there be an upcoming travel card training?
Individuals wishing to obtain a State of Louisiana travel card can communicate the request to their respective department heads.
For conference depart and return dates, what is the time of day cutoff to decide when you should travel?
Departure and return dates are reviewed on a case-by-case basis, depending on the conference agenda.
If students are traveling without faculty or staff, should the Chancellor’s approval letter be attached to the travel request?
Yes, the request should be attached to the travel request.
Do I get reimbursed for miles to the airport?
Mileage reimbursements to and from the airport are not allowed.
Will I be reimbursed for ordering room service for dinner?
Meal expenses are reimbursed up to the maximum amount prescribed in PPM 49.
Can Uber, Lyft, or taxis be tipped?
A driver’s tip may be given and must not exceed 20% of the total charge. The amount of tip must be included on receipt received from the driver/company.
What if I have an emergency and cannot attend my conference or need to leave early?
If an emergency arises, the traveler needs to communicate the emergency. If any expenses have been paid on your behalf, a determination will be made if the employee is responsible for reimbursing the University for the expenditures.
Can I rent an SUV? I prefer that type of car.
All automobile rentals must be approved in advance. The University will rent the vehicle on your behalf and determine the type/size best suited to meet your travel needs. Unfortunately, we cannot accommodate personal preferences.
If I fly to Dallas, can I drive back?
If a round trip airfare is purchased on your behalf, you must utilize the entire ticket. If a traveler elects to drive back instead of flying back they will have to reimburse the University for half of the total flight cost.
If I upgrade my hotel room for a better view, is that okay?
If a traveler elects to upgrade their room, this is considered a personal expense. The State will not pay for this, but the traveler will have to assume this expenditure.
I didn’t want the lunch at the conference, can I be reimbursed if I buy my own?
If a meal is included in a conference schedule, it is part of the registration fee; therefore, an employee cannot request/receive additional reimbursement for that meal.