2. Travel Staff  Paula Toups, Director –Ptoups@lsu.eduPtoups@lsu.edu –(225) 578-3366  Beverly Joseph, Manager –Bjosep1@lsu.eduBjosep1@lsu.edu –(225) 578-1540  Grady Patterson, Accountant 3 –Gpatterson@lsu.eduGpatterson@lsu.edu –(225) 578-3699  Chandra Pidgeon, Accountant 1 –Cpidge1@lsu.eduCpidge1@lsu.edu –(225) 578-3697  Sheryl Rayborn, Account Technician –Sraybor@lsu.eduSraybor@lsu.edu –(225) 578-3698

3. Travel & Special Meals  Travel Authorizations  Travel Funds  American Express – Corporate Card, BTA  Special Meals Requirements  Web Site Assistance  International Travel & Foreign Currency Conversion  Relocation Reimbursements  Completion of Travel Expense Vouchers

4. 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”

5. American Express Corporate Card Program  Employee Corporate Card  BTA – Business Travel Account –Airfare only –Employee travel –Official guests of LSU –Personal travel disallowed –Reconciliation and payment

6. Travel Funds  American Express Corporate Card  American Express BTA  Personal Credit Card  Travel Advance – limitations – AS86

7. Special Meals  Regulated by State of Louisiana  Source of Funds for Special Meals  AS499 Authorization/Approval  Procurement Concerns  AS506 Summary Requirements

10. 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

11. Inappropriate Special Meals  Staff meetings  Retirement functions  Holiday parties  Birthdays  Staff appreciation

12. Travel Related Web Sites  www.fas.lsu.edu/AcctServices/travel/ - university travel forms, procedures and State contracts www.fas.lsu.edu/AcctServices/travel/  www.state.la.us/osp/travel - State travel regulations and contracts www.state.la.us/osp/travel  www.mapquest.com - maps and mileage www.mapquest.com  www.oanda.com - foreign currency conversion www.oanda.com  www.altavista.com - translate foreign words to English www.altavista.com  www.gsa.gov - federal per diem rates www.gsa.gov

13. Travel Related Web Sites  www.windstar-tech.com/public - tax issues and tax treaties international students and visitors www.windstar-tech.com/public  www.travel.state.gov - federal per diem rates and travel warnings/restrictions www.travel.state.gov  www.usps.com - to find U.S. zip codes www.usps.com  www.canadapost.com - to find Canadian zip codes www.canadapost.com

14. 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

15. 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

16. Travel by Train  Common with international travel  Retain train tickets and other receipts

17. Travel by Chartered Bus  Student Study Trips  Athletics  International travel  Must be booked through Gulf South Travel or  Procurement process

18. Travel Expense Vouchers  Reimburse travel expenses - employees  Reimburse travel expenses - official guests  Reimburse employee for special meal  Process payment for BTAs  Direct Payment of Group Travel expenses