ULM logo
Division of Business Affairs
Controller's Office

Travel Information

State Travel Office - Note: Questions & exception requests are to be routed through the Travel Program Administrators (Susan Clow, x5122 sclow@ulm.edu, Amy Estes, x5104 rowton@ulm.edu)

PORTALS:

TRAVEL PRESENTATIONS:

TRAVEL POLICY LINKS:

TRAVEL INFORMATION LINKS:

TRAVEL FORMS -- INTERNAL, ULM:

STATE TRAVEL CARD INFORMATION & LINKS:

BANK OF AMERICA (BOA) WORKS/WORKFLOW INFORMATION:

Travel Announcements


August 2, 2018

The new travel regulations have been published by The Office of State Travel. Please refer to the new 2018-2019 PPM-49 for complete updates, changes, and regulations. The 2018-2019 PPM-49 is effective July 1, 2018. Following is the direct PPM-49 link, which is posted on the Controller’s Travel Website (http://ulm.edu/controller/travel.html):

https://www.doa.la.gov/osp/Travel/travelpolicy/2018-2019_TravelGuide.pdf

*Changes to FY18-19 State Travel Policy are noted on page 1 and 2.

The exemption to utilize personal cards for individual travel has been renewed for FY 2019.

For individual travel State Cards are still required for in state vehicle rentals, for prospective employees, and other visitors. We also encourage the use for airfare for individual travel.

We have updated the forms for the:

Please view our website at: http://www.ulm.edu/controller/travel.html

TRAVEL FORMS ---- INTERNAL, ULM

Some key points in the PPM-49:

Please contact Susan Clow (x5122), Jessica Moore (x5112), or Lena Beutner (x5106), with questions.

Jessica Moore, Travel and Expense Analyst, Account’s Payable


Effective July 24, 2017, State of Louisiana has been assigned a new Card Account Specialist.  Her name is Sharon Olney-Hill. Pat Roberson retired. Below is Sharon's and her back-up contact information:

Sharon Olney-Hill: email address  dedicated_card_east@bankofamerica.com  888.715.1000 Ext. 22122

 

Shannon Lee:   email address  dedicated_card_east@bankofamerica.com  888.715.1000 Ext 22123

Shelita Woods, Manager, Division of Administration
Office of State Travel, PO Box 94095, Baton Rouge LA 70804-9095


Additional security measures for international flights to the U.S.

Beginning later this week, the U.S. Department of Homeland Security (DHS) will require additional security measures for all international flights to the United States.

These measures include enhanced screening of travelers, as well as heightened screening of electronic devices larger than a standard smartphone. Travelers may need to remove these devices from their protective cases or outer packaging for inspection.

For international flights, the U.S. Transportation Security Administration (TSA) recommends arriving at the airport at least three hours before your flight, allowing time for the additional security measures.

Our top priority is the safety of our customers and employees, and we will continue to work with DHS to comply with the new security directive. For more information and to read a fact sheet about the new directive, please visit the DHS website.


The travel guidelines require that in-state vehicle rentals (for all travel) and out-of-state vehicle rentals (for group travel) be charged to a state card. This new website will allow the state CBA account (Controlled Billing Account) to be charged directly each time a vehicle is returned to Enterprise. Enterprise will no longer directly bill the University, so it is important that this website be used for vehicle rentals in order for the University to more easily comply with the state travel requirements. Training for the use of this website was provided on May 6th and May 7th.

Important items to note:

Please contact our office with any questions.
Thank you, Nicole Walker, CPA, MBA, CGMA, Controller
University of Louisiana Monroe, phone: (318) 342-1040, fax: (318) 342-5103


Hotels have brought to our attention that travelers staying at hotels in the State of Louisiana are not presenting their tax exemption form. Hotels will begin charging in-state taxes and the employee will be responsible for reimbursement if the tax exemption form was not presented at time of check-in. Please advise all necessary personnel immediately. Thanks for your assistance in this matter.

Shelita Woods, Office of State Travel


Travel Advances/Expense Reports and Check Requests:

Please make every effort to send or deliver the Travel Advances/Expense Reports and Check Requests by the Friday, 11:30 a.m. deadline to Coenen Hall Room 103 so they may be stamped before being distributed to the proper processor. We are working very diligently and expediently to process all payments in a timely manner. It is our goal for all completed requests that have been received in Accounts Payable by Friday, 11:30 a.m. to be processed in the check run for the following week; however, incomplete Receivers and/or incorrect/incomplete Travel Advances / Expense Reports will delay payment. No travel expenses will be paid through Check Requests and you must submit your PRIOR travel authorizations for ALL out-of-state travel and in-state conferences.

In order to verify if payment has been made, first access FAIVNDH in Banner and check Vendor History. However, due to the high volume received in AP, please allow two weeks before making an inquiry to AP, preferably by email, as to why payment has not been made.

Questions should be directed as follows:

Travel – Accounts Payable Manager - Lena Beutner lbeutner@ulm.edu

We appreciate your cooperation, patience, and adherence in these procedures.

We will inform you of the training sessions once the dates have been determined.

Nicole Walker, CPA, MBA, Controller; University of Louisiana Monroe; Phone: (318) 342-1040; Fax: (318) 342-5103


 

 


©