TRAVEL ANNOUNCEMENTS

February 27, 2013

The change to the mileage reimbursement rate discussed below has been rescinded.  Any mileage that is reimbursed over 99 miles will remain at 51 cents per mile if an exception to the 99 mile limit is made.

However, effective March 1, 2013, any exceptions to the 99 mile limit must be approved through the Office of the Commissioner. Per Shelita Woods at the State Travel Office, this includes Deans, Vice Presidents, and the President.

All requests for exceptions must be addressed to the Commissioner of Administration with justification as to why it is in the best interest of the state for the exception.  This is required for BOTH in-state and out-of-state travel. Please address these requests to:

Kristy H. Nichols, Commissioner Of Administration
Division of Administration
PO Box 94095, Baton Rouge LA 70804-9095
Telephone: (225) 342-7000

Please contact me at x1040 or Larry Estess at x5211 if you have any questions.

Thank you, Nicole Walker, Controller

February 21, 2013
Change to Mileage Reimbursement Rate

Effective February 1, 2013, mileage in excess of 99 miles will be reimbursed at .40 cents per mile instead of .51 cents per mile.  The mileage reimbursement rate for 1-99 miles will remain at .51 cents per mile.  This rate applies to BOTH in-state and out-of-state mileage, and is applicable to all state employees.

This does not change the procedures, guidelines, or rules regarding personal vehicle mileage reimbursement.

For in-state travel, when a rental is not feasible or in the best interest of the State, a written justification and approval from the Chief Business Officer, appropriate Vice President, or the President is still required for consideration for mileage reimbursements over 99 miles.

For out-of-state reimbursement rules, which are still in effect, the Chief Business Officer, appropriate Vice President, or the President must approve use of a personal vehicle and mileage reimbursements must not exceed the cost of the lowest available airfare.

The revised travel expense report that reflects this mileage reimbursement change is located at the following link.  Please use this new form [note old form restored at this link]:

                http://www.ulm.edu/forms/co/travelexpense.xls

Travel Advances Written to Vendors

Now that the corporate travel card has been eliminated, the number of travel advances processed by our office has greatly increased.  Please be sure that when a travel advance for a check written to a vendor is submitted, that a W-9 for that vendor accompanies the request. Without the W-9, the processing of the travel advance will be delayed.

If you have any questions, please contact me or Mary East at extension #5112.

Thank you, Nicole Walker, Controller

January 19, 2011
From the State Travel Office:

January 12, 2011
From the State Travel Office:

It has been brought to our attention that there have been requests for reimbursement due to input of the incorrect corporate discount code while reserving rental vehicles from Enterprise Rent-A-Car. Enterprise cannot be expected to continue to process reimbursements because of code entry errors. Therefore, it is imperative that each employee utilize the accurate Enterprise code when renting.

• For In-State Rentals - Discount Code for Enterprise is NA1403
• For Out-of-State Rentals - Discount Code for Enterprise is XZ14070

Shelita Woods, Office of State Travel
Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax

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