The mission of the Travel Department is to audit travel expense vouchers for compliance with State and University regulations, to provide timely and accurate reimbursement of travel expenses to employees and non employees traveling on official University business, and to provide education and training to LSUHSC employees on the travel regulations imposed by the University.

LSU Travel Regulations- PM-13

Effective January 1st, 2025, mileage reimbursement rate increased to .70 cents per mile.

Travel Reimbursement Checklist

Summary of PM-13  FY26

The following is a summary of the key policy changes:

Conference Meals

Employees with dietary restrictions may be eligible for reimbursement of M&IE (Meals & Incidental Expenses) if a provided meal at a conference, meeting, or other official function poses a health risk. A written justification must accompany the reimbursement request.

Special Meals:

Research Participant Studies: In-person studies where the successful execution of research activities is essential and directly supports the faculty's research objectives are now included as eligible for special meal reimbursement.

• Guest Meals clarification: To foster faculty and student engagement with university guests, the provision of up to two meals per visit may be permitted.
• There are no restrictions on attendee type (e.g., faculty, staff, or students).
• Any additional meals beyond this allowance must be funded through private funds.

Transportation - Use of Privately-Owned Vehicles:

Employees using personal vehicles for university business should ensure they are compliant with the mandatory financial responsibility laws for auto insurance liability in the State of Louisiana or the State in which the vehicle is registered.

• The employee's personal insurance is the primary coverage in the event of an accident.
• The University may provide excess liability coverage, at its discretion, depending on the circumstances.

Parking at New Orleans Airport

U.S. Park - $16 per day.

Receipts are required for reimbursement.

Special Meal reminders:

1. Special meals should not be served for brief, routine meetings, particularly meetings that could be scheduled at times other than mealtimes.
2. Special meals are allowed for all-day events (i.e., workshops, faculty or staff retreats, trainings, etc.), and a detailed meeting agenda is required.
3. Special meals for routine work meetings should be paid with private funds, and LaCarte cannot be used.
4. Special meal options are breakfast, lunch, dinner, refreshments, and Dinner-buffet reception is no longer a special meal option. Refer to Appendix A for the special meal rates.
5. Special meals will be reported to the LSU Board of Supervisors on a quarterly basis.

Other key travel reminders:

• Christopherson Business Travel (CBT) remains the State of Louisiana contract travel agency and use is mandatory for University business travel. Travelers are encouraged to use CBT's Concur Online Booking System. The online booking fee is $7, in contrast to the agent-assisted service fee at $24. 
• Spend authorizations must be fully completed and approved prior to making any travel arrangements. If any travel expenses are paid prior to travel authorization approvals, the employee may be at risk of not being reimbursed.
• Travel to the 48 continental US and District of Colombia is subject to GSA rates for mileage, lodging, and meal per diem and incidentals. (M&IE).https://www.gsa.gov/travel?gsaredirect=travel
• Travel to foreign countries is subject to US Department of State rates for lodging, and M&IE. https://aoprals.state.gov/web920/per_diem.asp
• Travel to Alaska, Hawaii and US territories are subject to the M&IE rates as published in the State Travel Policy, PPM-49. Refer to PM-13, Appendix A for the rates.
• Hotel lodging, including Airbnb, should have only the first night lodging paid to secure the reservation. Lodging should not be prepaid in total; payment should be made upon checkout. If the travel is canceled for any reason and the total lodging amount was prepaid, only the first night of lodging may be allowed as a University expense. The other prepaid lodging days will be the responsibility of the traveler.

• Enterprise, National and Hertz remain the out-of-state travel state contract vendors for rental vehicles and use is mandatory for employees. Use of the contracted vendors is encouraged for non-employee University students, guests, and contractors. It is at the traveler's discretion which rental company is utilized.
• Personal travel destinations should not be included in business travel airfare. Refer to PM-13 for reimbursement limitations.
• Travelers/departments should always monitor unused tickets every 30 days and take them into consideration when making travel arrangements.

Electronic Travel Reimbursement Option:

LSUHSC employees - By providing an employee's seven digit LSUHSC employee id on their travel reimbursement voucher, a direct deposit will be initiated to the bank account on file with our Payroll office.

Processing Times:

Normal Season - 5 work days

Peak Season - 12 work days (fiscal and calendar year end)

In person travel training is offered semi annually at various locations on the downtown campus. Please contat Danielle Burlison dburli@lsuhsc.edu for more information.