Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1506 - Lodging and Meals

Current through Register Vol. 50, No. 6, June 20, 2024
A. Eligibility
1. Official Domicile/Temporary Assignment.
				Travelers are eligible to receive reimbursement for travel only when away from
				"official domicile" or on temporary assignment unless exception is granted in
				accordance with these regulations. Temporary assignment will be deemed to have
				ceased after a period of 30 calendar days, and after such period the place of
				assignment shall be deemed to be his/her official domicile. He/she shall not be
				allowed travel and subsistence unless permission to extend the 30 day period
				has been previously secured from the Commissioner of Administration.
2. Extended Stays. For travel assignments
				approved by the Commissioner of Administration involving duty for extended
				periods (31 or more consecutive days) at a fixed location, the reimbursement
				rates indicated should be adjusted downward whenever possible. Claims for meals
				and lodging may be reported on a per diem basis supported by lodging receipt.
				Care should be exercised to prevent allowing rates in excess of those required
				to meet the necessary authorized subsistence expenses. It is the responsibility
				of each agency head to authorize only such travel allowances as are justified
				by the circumstances affecting the travel.
a.
				The only exemption, for travel of 31 days or more which does not require the
				Commissioner of Administration's approval, are students, professors or other
				state employees which are traveling on a grant, scholarship, studying abroad or
				any other occasion where funds utilized are other than state general funds.
				Department Head approval is required.
3. Single Day Travel
a. Meals are not eligible for reimbursements
				on single day travel. This means that when an authorized traveler of the state
				is in travel status where no overnight stay is required, no meals are eligible
				for reimbursement. Each department head or their designees are to determine the
				reasonableness of when an overnight stay is justified.
b. However, the department head will be
				allowed to authorize single day meal reimbursements on a case-by-case basis or
				by type(s) of single day travel when it is determined to be in the best
				interest of the department. In those cases the department must keep the
				approvals in the travel file and must be responsible to take appropriate steps
				to report the reimbursement as wages to the employee.
c. If a department head or his/her designee
				determines that single day meals will be provided for, they must adhere the
				following allowances. To receive any meal reimbursement on single day travel,
				an employee must be in travel status for a minimum of 12 hours.
i The maximum allowance for meal
				reimbursement for single day travel will be $42.
(a). Breakfast and Lunch: ($22) The 12 hours
				travel duration must begin at or before 6 a.m.
(b). Lunch: ($13) Requires 12 hours duration
				in travel status.
(c). Lunch and
				Dinner: ($42) The 12 hour travel duration must end at or after 8
				p.m.
4. Travel with Over Night Stay, (minimum of
				12 hours in travel status) Travelers may be reimbursed for meals according to
				the following schedule.
a. Breakfast-When
				travel begins at/or before 6 a.m. on the first day of travel or extends at/or
				beyond 9 a.m. on the last day of travel, and for any intervening
				days.
b. Lunch-When travel begins
				at/or before 10 a.m. on the first day of travel or extends at/or beyond 2 p.m.
				on the last day of travel, and for any intervening days.
c. Dinner-When travel begins at/or before 4
				p.m. on the first day of travel or extends at/or beyond 8 p.m. on the last day
				of travel, and for any intervening days.
5. Alcohol-reimbursement for alcohol is
				prohibited.