Presentation on theme: "LOUISIANA TRAVEL POLICY TRAINING"— Presentation transcript:
1LOUISIANA TRAVEL POLICY TRAINING PPM 49POLICY AND PROCEDURE MEMORANDUM 49
2PPM49 SMART PHONE APP wwwcfprd.doa.louisiana.gov/travel/ PPM49 ACCESS FOR WHILE YOU ARE TRAVELING – USE WEB ADDRESS ABOVE ON YOUR PHONE AND ACCESS FROM LEO “P” OR “H” NUMBERCATEGORIES INCLUDE:MEAL ALLOWANCE TIERS/PRICINGHOTEL ALLOWANCE TIERS/PRICINGRENTAL CAR – (discount codes and phone numbers)TIPS SECTIONTAXI SECTIONLUGGAGE SECTION
4CONTRACTED TRAVEL AGENCY SHORT’S TRAVEL MANAGEMENTTOLL FREE:WEBSITE:AFTER HOURS SERVICE(AFTER 5:00 PM AND ON WEEKENDS)PLEASE NOTE THAT THERE IS A $15 CHARGEPER CALL FOR AFTER HOUR SERVICES(Agency will have final decision on reimbursement of this charge, which should depend on reason for call. i.e. true emergency and not to check on flight time, hotel information, etc.)TRUE NORTH TRAVEL SOLUTIONS**MOTOR COACH TRAVEL ONLYDIRECT:FAX:.
5AIRFARE REIMBURSEMENTS Transaction Fee for is $24.00 to speak to an agent and only $5 for on-lineThe fee is not refundable, but reimbursable; nor is it considered when comparing airfare rates.Cost of preferred or premium seats are not reimbursable – check-in within 24 hours of departure or at a minimum 30 minutes prior to departure/loading
6UNUSED TICKETS Travelers should monitor unused tickets GET S TO UTILIZE OR NOTIFY AGENCY FORSOMEONES ELSE TO UTILIZE; NOTIFICATION SENT90, 60, 30 AND 14 DAYS PRIOR TO EXPIRATIONLISTED ON DASHBOARD OR HOME PAGE WHEN YOULOG INTO BOOKING SYSTEMShould always use unused ticket credits first whentraveling on future tripsIf traveler knows not going to travel within expirationdate of unused ticket, get with travel programadministrator to change ticket name, if possible
8Personal Vehicle Changes Personal Mileage ReimbursementUp to 99 Miles Maximum Per Trip/DayOver 100 Miles of TravelUtilize State Vehicle, If AvailableRent Vehicle from State Motor Pool Rental Contract from Enterprise Rent-A-CarUse Personal Vehicle with Reimbursement Up To 99 MilesNO MILEAGE REIMBURSEMENT OR RENTALS IF EMPLOYEE IS RECEIVING A MONTHLY ALLOWANCE
9Onetime Bypass/Program Exemption Exemptions from Program Requires a Justification be Sent to Commissioner of Administration with Justification as to why Rental is NOT Feasible.Exemption Means Not Required to Use Motor Pool Rental Contract and May be Reimbursed Actual MileageState Contractors – Exempt for contracts entered into prior to March 1, 2013 ONLYBoard and Commission Members ONLY are exempt
10RENTAL VEHICLES VEHICLE SIZE REIMBURSEMENT: COMPACT OR INTERMEDIATE REQUIRES PRIOR APPROVAL FROM DEPARTMENT HEAD OR DESIGNEE – MAY BE DONE ON ANNUAL BASISMANDATORY IN-STATE AND OUT-OF STATEPERSONAL USE OF RENTAL VEHICLE DURING ARENTAL FOR OFFICIAL STATE BUSINESS IS NOTALLOWED.
11IN-STATE VEHICLE RENTAL CONTRACT ENTERPRISE – NA1403Enterprise will provide the following:Pickup, free of charge, from a business or home with advanced notice.Free upgrade if allowed/needed size vehicle is unavailableNo charges for additional drivers24/7 Roadside ServicesRates include unlimited mileage for all rentals based out of LouisianaIn the event that the State traveler has need for the vehicle before Enterprise’s normal hours of operation, Enterprise will start rental charges at 7:30 A.M. the morning in which the rental is needed with pickup before the close of business the night prior.No Drop off charges for rentals in Louisiana that commence in Louisiana.Allowance of age 18 or older to drive rental vehicles, with valid driver’s license, and age 25 or older to drive a 12 and 15 passenger van when meeting Enterprises other normal renter qualifications year old renters will be limited to Intermediate size vehicles and below and be assessed a $5.00/day surcharge
12State Motor Pool Rental Contract Special Conditions CDW/Damage Waiver Insurance along with $1 Million Liability Protection Coverage is included in the In-State Motor Pool Rental Contract price.NO OTHER INSURANCE WILL BE REIMBURSED WHEN RENTING, EXCEPT FOR OUTSIDE OF THE 50 UNITED STATES, SEE SECTION 1504.C.3.i.There should be no other charges added to the base price, unless you reserve your vehicle at an airport location (which is NOT recommended).
13OUT-OF-STATE DOMESTIC VEHICLE RENTAL CONTRACTS NATIONAL/ENTERPRISE – NA1403HERTZ – 70592MANDATORYCITY/STATE SURCHARGE DIFFERENTIAL RATESINCLUDES CDW/DAMAGE WAIVER; 1 MILLION LIABILITY PROTECTIONFREE UPGRADESDIRECT BILLINGUNLIMITED MILEAGE FOR ROUNDTRIPONE-WAY DROP OFF CHARGE MAY BE APPLICABLESMOKING DAMAGE FEE
14GASOLINE NO GASOLINE FROM RENTAL COMPANIES REQUIRES SPECIAL APPROVAL FROM DEPARTMENT HEAD AND DOCUMENTATION OF NECESSITYNO GASOLINE FROM RENTAL COMPANIESMID-GRADE, SUPER, PLUS OR PREMIUM NOT NECESSARYAPPLICABLE FOR STATE OWNED VEHICLES AND RENTAL VEHICLESREGULAR UNLEADED OR DIESEL ONLY
15Ground Transportation (TAXI, SHUTTLE, BUS, SUBWAY, ETC)AIRPORT SHUTTLE/LIMOUSINES AND TAXI REMIBURSEMENTS NEED A RECEIPT –REGARDLESS OF AMOUNTTIP ALLOWED FOR SHUTTLES/LIMOUSINES AND TAXIS NOT TO EXCEED 15% -TIP MUST BE ON THE RECEIPTUP TO $15 /DAY FOR ALL OTHER GROUND TRANSPORTATION - NO RECEIPT NEEDED
16PARKING BATON ROUGE AIRPORT NEW ORLEANS AIRPORT INDOOR/OUTDOOR PARKING$3.50 PER DAY (NO RECEIPT)COUPON REQUIRED AND STATE IDNEW ORLEANS AIRPORTPARK-N-FLY – OUR WEBSITE$7.00 PER DAY; $42.00 PER WEEKOTHER PARKING; FERRY FARES AND ROAD AND BRIDGE TOLLS -$5.00 PER DAY WITHOUT RECEIPTOVER $5.00 MUST HAVE RECEIPT
17MEALS Policy has 4 Tiers Allowances (Not Per-Diem) Include Tax & Tips No Receipts Required – UNLESS CASH ADVANCEPartial Meals such as Continental Breakfast or Airline Meals are not Considered Meals
18LODGING Base Rates Plus Taxes, Mandatory Surcharges Routine Travel VS. ConferenceBase Rates Plus Taxes, Mandatory SurchargesReceipts Required
19Routine and Conference Lodging ›Routine – Department Head up to 50 Percent OverCase by Case Basis –ONLY FOR LODGING – NO OTHER AREASJustification showing that attempts were made with hotels in area to receive State/best rate.›Conference – Department Head Approval for Actual CostDesignated Conference HotelSingle Occupancy Standard RoomSeveral Designated – Should Utilize Lowest
20HOTEL RESERVATIONS http://louisiana.hotelplanner.com/ HOTELPLANNERSMANDATORYBETTER PRICINGREAD CANCELLATION CAREFULLYNON-REFUNDABLECANCEL DAYS IN ADVANCENEGOTIATED RATES AND TRANSIENTCANCEL THROUGH PORTALGET RECEIPT AT TIME OF BOOKING FROM HOTEL PLANNERSGET HOTEL RECIEPT WITH JUST INCIDENTAL CHARGES (NAME ADDRESS DATES STAYED)GET RECEIPT FROM HOTEL PLANNERS WITHIN 48 HOURS OR RETURN – VERIFICATION OF STAY
21Do we have to utilize the portal for conference hotels? You should check the portal, if not listed under conference rate, then DH can grant exemptionDoes mandatory use of the HotelPlanner portal apply to non-employee travelers such as students, prospective employees, prospective student athletics (recruits), and visitors such as lecturers or accreditation teams? YesI am unable to see the correct rates in the portal they are all showing $25.00, what should I do? This is a browser issue please contact your IT departmentIf there were hotel reservations prior to Nov 1, 2014 do we need to cancel and rebook?This is an agency decisionHow does the approval process work?The traveler will go into the portal book their reservation, select their department and chose notify my approverIf the purchase is not pre-paid, and a CBA used, a credit card authorization form has to be completed and sent to the hotel since the credit card will not be with the traveler. Is there a way to electronically send the credit card authorization form?Yes, HotelPlanners incorporates a credit card authorization form within the portal. The approver will see this Credit Card form at the bottom of their confirmation (Do not close screen or you will lose this option). The cc form can be saved to the approver computer, printed, and sent electronically to the hotel. It is suggested that you call the hotel to assure they have received the cc form and not misplaced the form. Regarding the credit card authorization forms, do all hotels accept the generic hotel planner form? If you encounter a hotel not accepting this form please contact Pat Smith at x739Are fax numbers on HotelPlanner’s generated CC authorization forms correct? The fax number are supplied in the system by the hotels. A hotel may have several fax numbers for the hotel, you may find that a desk clerk will ask you to fax it to an alternate number. If you find any hotel that does not accept the cc within our portal please contact Pat Smith at x739 Will the approver receive an of the receipt for a guest when checking out of a hotel which was paid on a CBA?Yes- the approver and traveler will be sent a copy, but only when being pre-paid. This has been the case with the approval process. When a reservation is prepaid, is state sales tax removed for Louisiana hotels? The portal does not charge taxes on pre-paid reservation, however for reservation that are paid for at the hotel, a tax exempt form must be presented by the traveler in order to be exempt from state taxes. It is important to present the tax exempt at check in, as the hotel is not obligated to refund taxes after check out
22Lodging/Meals with Family Meals with relatives or friends may not be reimbursed unless the host can substantiate costs for providing for the traveler. The reimbursement amount will not automatically be the meal cost for that area, but rather the actual cost of the meal.i.e. The host would have to show proof of the cost of extra food, etc. Cost shall never exceed the allowed meal rate listed for that areaLodging with relatives or friends may not be reimbursed unless the host can substantiate costs for accommodating the traveler. The amount will not automatically be the lodging cost for that area, but rather the actual cost of accommodations.i.e. The host would have to show proof of the cost of extra water, electricity, etc. Cost shall never exceed the allowed routine lodging rate listed for that area.
23MISCELLANEOUS EXPENSE COMMUNICATION EXPENSES BUSINESS PERSONALINTERNET CHARGESTIPS FOR BAGGAGE:*HOTEL- $3 Max per hotel check-in and $3 per hotel check-out*AIRPORT- $3 Max per outbound departureand $3 per in-bound tripLUGGAGE ALLOWANCES:Department Head may approve reimbursement for first checked bag for trip of 5 days or lessand second bag for trip of 6-10 days. Additional baggage required by agency –Receipt Required.