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Travel Staff

Paula Toups, Director Ptoups@lsu.edu (225) 578-3366 Beverly Joseph, Manager Bjosep1@lsu.edu (225) 578-1540. Grady Patterson, Accountant 3 Gpatterson@lsu.edu (225) 578-3699 Chandra Pidgeon, Accountant 1 Cpidge1@lsu.edu (225) 578-3697 Sheryl Rayborn, Account Technician Sraybor@lsu.edu

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Travel Staff

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

  2. 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

  3. 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”

  4. 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

  5. Travel Funds • American Express Corporate Card • American Express BTA • Personal Credit Card • Travel Advance – limitations – AS86

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

  7. 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

  8. Inappropriate Special Meals • Staff meetings • Retirement functions • Holiday parties • Birthdays • Staff appreciation

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

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

  11. 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

  12. 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

  13. Travel by Train • Common with international travel • Retain train tickets and other receipts

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

  15. 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

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