TRAVEL PROCEDURES GENERAL GUIDELINES (1) It is the

For use in accordance with BA-1380.1D, Professional Leave and Travel.

TRAVEL PROCEDURES

GENERAL GUIDELINES

(1) It is the traveler’s responsibility to become familiar with State Travel Regulations

prior to travel. See the Louisiana Office of State Travel website for State Travel

Regulations.

(2) There are two types of travel: Field Travel (required, routine and regular trips

while in state) and Conference Travel (non-routine travel in and out of state).

(3) Travelers operating a state owned, rental or personal vehicle on official state

business will be completely responsible for all traffic, driving, and parking

violations received. (This does not include state-owned or rental vehicle

violations, i.e. inspection sticker, as the College and/or rental company is liable

for any cost associated with these types of violations).

(4). In accordance with Louisiana Board of Ethics regulations, any employee who

accepts complimentary admission, lodging, or transportation, or reimbursement

for such expenses must file a certification with the Board of Ethics within the

timeline required. It is the traveler’s responsibility to properly complete and

submit the Complimentary Admission, Lodging, and/or Transportation Disclosure

Statement (Form 413F), which requires prior certification by the employee and

the Chancellor that the travel is of direct benefit to the agency or will enhance the

knowledge or skill of the employee as it relates to the employee’s performance.

(5). The Chancellor or their designee’s approval is required for international travel

and travel to U.S. Territories prior to the departure date.

FIELD TRAVEL (Required routine and regular trips while in state.)

Travelers approved for field travel may either elect to (1) use their personal vehicles,

with reimbursement not to exceed a maximum of 99 miles per round trip and/or day at a

rate set by the Office of State Travel; OR (2) rent a vehicle from the Enterprise Rent-A-

Car’s State Motor Pool Rental Contract.

To authorize use of personal vehicle for field travel:

(1) In accordance with the Louisiana Office of State Travel Regulations’

recommended work domicile definition, generally field travel under a 30 mile

radius of an employee’s regular work domicile (regular campus/site) is NOT

reimbursable; however, employees who are approved for regular, routine field

travel may be authorized for reimbursement under the 30 mile radius requirement

upon annual submission of a Certification for Employee Routine Field Travel Form

(Form 1380/003) to the Accounts Payable Office.

(2) At the beginning of each fiscal year, the employee estimates how much their will

be reimbursed for the whole year and submits a Pre-Approval Report in Chrome

River, the System Office Travel website for that amount, and a Certification for

Employee Routine Field Travel Form (Form 1380/003) if routine travel is under 30

mile radius of employee’s regular work domicile.

To be reimbursed for use of personal vehicle for field travel:

(1) Each month submit a Travel Expense Request in Chrome River, detailing each

trip and requesting reimbursement. Mileage is reimbursed at a rate set by the

Office of State Travel with a maximum of 99 miles per round trip and/or day.

(2) The deadline to submit Travel Expense Request in Chrome River is two weeks

after the end of each month.

(3) At the discretion of the Chancellor or their designee, mileage to and from airport(s)

may be allowed while on official state business. This approval may include

reimbursement for a traveler who is being dropped off and/or picked up from the

airport, as well as public transportation to and from the airport, while traveler is on

official state business.

To use the state rental vehicle contract:

(1) To request approval for use of a state rental vehicle, submit Pre-Approval Report

in Chrome River and complete all required paperwork for field travel and/or

conference travel, as applicable. Include estimated rental expenses on the Pre-

Approval Report in Chrome River.

(2) Request the Accounts Payable Office to reserve the rental through the College’s

CBA (Controlled Billed Account through which the College pays for the rental):

o At least two work days prior to travel, submit a Vehicle Rental Request

Form (Form/005) to the Accounts Payable Office via email to

rparis@dcc.edu or fax 504-361-6728.

(3) Be advised that:

- Any non-state employee must sign a State of Louisiana Non-State

Employees Use of State Vehicles Acknowledgement form prior to riding or

driving a rental vehicle on behalf of the State.

- Personal use of a rental vehicle during a rental for official state business is

not allowed.

- If you are unable to pick up the rental vehicle the morning of your travel,

Enterprise may allow you to pick up the vehicle late in the afternoon on the

day prior. However, you must directly arrange the pick-up time with

Enterprise and you must specify that the College is not to be charged for

the pick-up day.

- You must be aware of and in compliance with all of Enterprise’s policies,

including but not limited to the agency’s policy prohibiting the transfer of

the vehicle to another driver whose name is not listed with the reservation.

Any potential drivers on the reservation must be communicated at the time

of pick up.

- The traveler is responsible for any lost property associated with using a

state rental vehicle, including lost keys.

- Prior to the vehicle’s return, the traveler is responsible for filling its fuel

tank to the level when the vehicle was picked up, and is eligible for fuel

costs reimbursement. The traveler is not to return the contracted vehicle

to the rental company to fill up the tank as fuel is then charged at a higher

rate. Travelers must reimburse the College for any additional charges

incurred while renting the vehicle, such as higher fuel rates than allowed,

satellite radio, roadside assistance, etc.

CONFERENCE TRAVEL (Non-routine travel in and out of state)

To authorize conference travel:

(1) Traveler submits a Pre-Approval Report in Chrome River for each specific trip,

which must be approved PRIOR to travel and received in the Accounts Payable

Office at least two weeks before trip. This request asks for permission, in

advance, for leave to travel and to be reimbursed for travel expenses, such as

airfare, lodging, meals, conference fees, mileage, shuttle/taxi service, etc.

Conference Schedule/Agenda must be attached to show days/times of

conference activities, meals provided, and conference hotel information.

(2) Traveler will be notified via email through Chrome River when the request is

approved. Traveler makes reservations (airfare, hotel, and vehicle rental, as

applicable) after confirmation of approval email is received.

(3) Airfare Reservations must be made through the State approved agency,

Christopherson Business Travel. NO EXCEPTIONS. See State Contract Travel

Agency.

Travelers must complete each specific step outlined in the Delgado Airline

Reservation/ Fare Payment Steps, which requires the traveler to: obtain a

proposed airfare cost through the Christopherson Business Travel website;

include proposed airfare cost on the Pre-Approval Report in Chrome River and

submit the request for approval; and once request is approved, log back into the

Christopherson Business Travel website to finalize the airfare reservation.

Note: Preferred or premium seats are not permitted. To avoid these charges or to

avoid being bumped, a traveler must check in as early as possible. A traveler

should check in online 24 hours prior to a flight or check-in at the airport several

hours prior to departure to obtain a seat assignment. Please be aware that it is a

strict airline policy that a traveler must check in at a minimum, prior to 30 minutes

of departure. The airlines are very strict about this policy. Airline rules typically

state that if you don't arrive at least 30 minutes before the schedule departure,

you may forfeit your reservation. The earlier you arrive at the gate increases the

chances of retaining your original reservation and assurance of a seat on the

flight purchased.

(4) All conference/event registration fees must be prepaid by the College through the

College’s CBA (Controlled Billed Account). Travelers are to register themselves

for the conference/event that they will be attending. Pre-payment of

conference/event registration fees through any other means than the College’s

CBA is not allowed. Reimbursement for conference/event registration fees not

paid for by the College’s CBA is not allowed.

(5) Lodging must be prepaid by the College’s CBA (Controlled Billed Account).

Lodging paid for through any other means than the College’s CBA is not allowed.

Reimbursement for lodging not paid for through the College’s CBA is not allowed.

It is the traveler’s responsibility to book hotel reservations in accordance with the

allowable room rates outlined in the State of Louisiana Travel Guide or through

the particular conference/event. Use of the state’s contracted HotelPlanner.com

portal is optional; interested travelers follow the Hotel Planner.com Lodging

Reservation Steps. For in-state travel, travelers should ask for the State

Government Rate, bring a tax exempt form to avoid paying sales tax, and

present the form to the hotel upon arrival. Travelers will be responsible for

reimbursing the College for any In-State taxes when tax exemption form is not

presented at time of check-in at the hotel. If there are multiple designated

conference hotels, the lower cost conference hotel should be booked, if

available. Rates exceeding the Conference Lodging Rate must be approved by

the Commissioner of Administration.

Travelers may retain hotel reward points and frequent flyer miles earned on

official state travel, unless the College deems them property of the state.

However, if a traveler makes travel arrangements that favor a preferred

airline/supplier to receive these reward points and this circumvents purchasing

the most economical means of travel, they are in violation of state travel

regulations. Costs for travel arrangements subject to this violation are non-

reimbursable.

(6) Anticipated Special Travel Circumstances must be pre-approved by the

Chancellor on the Authorization for Special Travel Circumstances (Form

1380/004). The following special circumstance reimbursements must be pre-

approved:

• Rental car - For vehicle rentals outside of Louisiana, the State does

provide contracts as listed in the State of Louisiana Travel Guide. When a

traveler is approved to rent a vehicle for out-of-state use, they must select

a contracted vendor listed in the Guide. Such vehicle rental charges must

be paid for through the College’s CBA.

• Drive instead of fly (Must also submit an airfare quote obtained from State

travel agency for lowest logical airfare requested at least two weeks prior

to travel.)

To be reimbursed for conference travel:

Note: Expenses and reimbursements for both employees and students for any

conference hosted by the Louisiana Community and Technical College System

(LCTCS) or Delgado Community College must be made in accordance with the

College’s travel policy and procedures.

(1) Only travel-related expenses as defined by the Louisiana Travel Guide are

reimbursed.

(2) Within two weeks after trip completion, to request reimbursement submit a Travel

Expense Request in Chrome River, and upload scanned copies of receipts. Within

Chrome River, travelers must detail each expense, indicate the city visited, and

attach receipts corresponding to the appropriate Tier Allowance I, II, III, or IV for

that city (see Louisiana Travel Guide). All original receipts must be submitted to

Accounts Payable within two (2) weeks following travel.

(3) For meals, on the Travel Expense Request in Chrome River, provide times and

dates of arrival and departure and tier allowances for each meal (See State of

Louisiana Travel Guide.) If meals are included in a conference schedule,

including continental breakfast, and are part of the registration fee, the traveler

cannot request/receive reimbursement for such meals. Reimbursements for meals

will follow the State rates for each city.

(4) For mileage, indicate on the Travel Expense Request in Chrome River, the

starting/ending points and total miles travelled. (Note: In accordance with the

Louisiana Office of State Travel Regulations’ recommended work domicile

definition, travel under a 30-mile radius of an employee’s regular work domicile

(regular campus/site) is NOT reimbursable.)

(5) Within Chrome River, scans of receipts for other standard expenses, such as rental

fuel, taxi/shuttle, parking, tolls, additional baggage charges and tips, etc., must be

uploaded; describe these expenses in detail on the Travel Expense Request in

Chrome River. The following reimbursement requirements apply:

• Pre-paid fuel receipts are not reimbursable.

• Only original, detailed fuel receipts indicating number of gallons are

reimbursable.

• Only regular unleaded gasoline (or diesel if applicable) is reimbursable. If the

traveler uses anything other than regular unleaded gasoline unless the

vehicle requires diesel, or any other manufactory mandated grade, without

justification and prior approval, the traveler will not be reimbursed for the

difference between what was paid and the state average gasoline rate.

• A driver tip for taxis/shuttles may be given, not to exceed 20% of total

charge and must be included on receipt received from driver/company.

• If utilizing Uber or Lyft type services, only a standard size vehicle is

reimbursable with an itemized receipt. Uber XL and Lyft Xl are only

reimbursable with two or more passengers. Premium or larger vehicle

sizes are not reimbursable. Uber Black, Uber Black XL, and Uber Premier

are not reimbursable. Lyft Lux, Lyft Lux Black, and Lyft Lux Black XL are

not reimbursable.

• When travelers utilize a free shuttle service, a $5 tip may be allowed. This

is not an automatic tip reimbursement, as travelers must show proof that

the service was utilized.

• Receipts from the Baton Rouge Airport and USPARK (New Orleans

Airport) are required.

• Any other reimbursement requirement as outlined in Louisiana Office of

State Travel Regulations.

(6) Any special travel-related expenses, such as vehicle rental for out-of-state travel

and alternative transportation modes other than air travel require the approval of

the Chancellor An approved Authorization for Reimbursement of Special Travel

Circumstances (Form 1380/004) must be submitted to the Accounts Payable

Office for special travel-related expenses.

(7) All Travel Expense Requests in Chrome River and uploaded scanned receipts

must be submitted within two weeks of travel. Additional required approved forms

and all original receipts must be sent to the Accounts Payable Office within two

weeks of completed travel. Reimbursement requests are logged in and processed

within 30 days in the order they are received. If desired, call (504) 762-3017 to

ensure receipt.

(8) Checks are mailed to the home address on record unless otherwise specified on

the Travel Expense Request in Chrome River.

TRAVEL TIPS

• Preplan trips with enough time for the Pre-Approval Report in Chrome River to be

approved at least two weeks in advance of travel.

• Upload scans of all necessary receipts and backup documentation with each travel

request.

• Submit all original receipts to Accounts Payable Office within two weeks after

completed travel.

• Incomplete Travel Expense Requests in Chrome River or missing original

documentation received in the Accounts Payable Office may result in delayed

reimbursement.

• Additional required forms can be found on the Delgado website in Travel Forms and

Procedures webpage.

• Travelers using their own vehicles must complete an online Defensive Driver’s

Training Course prior to being reimbursed for mileage expense.

• Richard Parisi (rparis@dcc.edu) in the Accounts Payable Office is available to

assist.

Office of State Travel Regulations Update Effective 7/1/24