Louisiana Administrative Code › Title 4 - ADMINISTRATION › Part V - Policy and Procedure Memoranda › Chapter 15 - General Travel Regulations-PPM Number 49 › Section V-1502 - Definitions

Current through Register Vol. 50, No. 6, June 20, 2024
A. For the purposes of this PPM, the following words have the
				  meaning indicated.
Authorized Persons-
a. advisors, consultants, contractors and other persons who
				  are called upon to contribute time and services to the state who are not
				  otherwise required to be reimbursed through a contract for professional,
				  personal, or consulting services;
b. members of boards, commissions, and advisory councils
				  required by federal or state legislation or regulation. Travel allowance levels
				  for all such members and any staff shall be those authorized for state
				  employees unless specific allowances are legislatively provided;
c. the department head or his/her designee is allowed to deem
				  persons as an authorized traveler for official state business only.
NOTE: College/University Students must be deemed authorized
				  travelers to be reimbursed for state business purposes. A file must be kept
				  containing all of these approvals.
Conference/Convention
-an event (other than
				  routine) for a specific purpose and/or objective. Non-routine event can be
				  defined as a seminar, conference, convention, or training. Documentation
				  required is a formal agenda, program, letter of invitation, or registration
				  fee. Participation as an exhibiting vendor in an exhibit /trade show also
				  qualifies as a conference. For a hotel to qualify for conference rate lodging
				  it requires that the hotel is hosting or is in "conjunction with hosting" the
				  meeting. In the event the designated conference hotel(s) have no room
				  available, a department head may approve to pay actual hotel cost not to exceed
				  the conference lodging rates for other hotels located near the conference
				  hotel.
Controlled Billed Account (CBA)
-credit
				  account issued in an agency's name (no plastic card issued). These accounts are
				  direct liabilities of the state and are paid by each agency. CBA accounts are
				  controlled through an authorized approver(s) to provide a means to purchase
				  airfare, registration, lodging, rental vehicles, pre-paid shuttle service and
				  any other allowable charges outlined in the current state of Louisiana State
				  Liability Travel and CBA Policy. Each department head determines the extent of
				  the account's use.
Corporate Travel Card
-credit cards issued in
				  a state of Louisiana employee's name to be used for specific, higher cost
				  official business travel expenses. Corporate travel cards are state liability
				  cards, paid by each agency.
Emergency Travel
-each department shall
				  establish internal procedures for authorizing travel in emergency situations.
				  Approval may be obtained after the fact from the Commissioner of Administration
				  with appropriate documentation, under extraordinary circumstances when PPM 49
				  regulations cannot be followed but where the best interests of the state
				  requires that travel be undertaken.
Executive Traveler
-the governor of the state
				  of Louisiana. He/she should sign as the traveler but have his/her chief of
				  staff and director of budget sign for travel authorization and travel
				  expenses.
Extended Stays
-any assignment made for a
				  period of 31 or more consecutive days at a place other than the official
				  domicile.
Higher Education Entities
-entities listed
				  under Schedule 19, Higher Education of the General Appropriations Bill.
Higher Education Entity Head-president of a
				  university.
In-State Travel
-all travel within the
				  borders of Louisiana or travel through adjacent states between points within
				  Louisiana when such is the most efficient route.
International Travel
-all travel to
				  destinations outside the 50 United States, District of Columbia, Puerto Rico,
				  the US Virgin Islands, American Samoa, Guam and Saipan.
Lowest Logical Airfare
-in general, these
				  types of airfares are non-refundable, penalty tickets. Penalties could include
				  restrictions such as advanced purchase requirements, weekend stays, etc. Prices
				  will increase as seats are sold. When schedule changes are required for lowest
				  logical tickets, penalty fees are added.
Official Domicile
-every state officer,
				  employee, and authorized person, except those on temporary assignment, shall be
				  assigned an official domicile:
a. except where fixed by law, official domicile of an officer
				  or employee assigned to an office shall be, at a minimum, the city limits in
				  which the office is located. The department head or his designee should
				  determine the extent of any surrounding area to be included, such as parish or
				  region. As a guideline, a radius of at least 30 miles is recommended. The
				  official domicile of an authorized person shall be the city in which the person
				  resides, except when the department head has designated another location (such
				  as the person's workplace);
b. a traveler whose residence is other than the official
				  domicile of his/her office shall not receive travel and subsistence while at
				  his/her official domicile nor shall he/she receive reimbursement for travel to
				  and from his/her residence;
c. the official domicile of a person located in the field
				  shall be the city or town nearest to the area where the majority of work is
				  performed, or such city, town, or area as may be designated by the department
				  head, provided that in all cases such designation must be in the best interest
				  of the agency and not for the convenience of the person;
d. the department head or his/her designee may authorize
				  approval for an employee lodging expenses to be placed on agency CBA or state
				  LaCarte/or travel card within an employees domicile with proper justification
				  as to why this is necessary and in the best interest of the state.
Out-of-State Travel
-travel to any of the
				  other 49 states plus District of Columbia, Puerto Rico, the US Virgin Islands,
				  American Samoa, Guam, and Saipan.
Passport
-a document identifying an
				  individual as a citizen of a specific country and attesting to his or her
				  identity and ability to travel freely.
Per Diem
-a flat rate paid in lieu of travel
				  reimbursements for people on extended stays only.
Receipts/Document Requirements
-supporting
				  documentation, including original receipts, must be retained according to
				  record retention laws. It shall be at the discretion of each agency to
				  determine where the receipts/documents will be maintained.
Routine Travel
-travel required in the course
				  of performing his/her job duties. This does not include non-routine meetings,
				  conferences and out-of-state travel.
State Employee
-employee below the level of
				  state officer.
State Officer
-
a. state elected officials;
b. department head as defined by Title 36 of the
Louisiana Revised Statutes
, and the equivalent positions in
				  higher education and the office of elected officials.
Suburb
-an immediate or adjacent location
				  (overflow of the city) to the higher cost areas which would be within
				  approximately 30 miles of the highest cost area.
Temporary Assignment
-any assignment made for
				  a period of less than 31 consecutive days at a place other than the official
				  domicile.
Travel Period
-a period of time between the
				  time of departure and the time of return.
Travel Routes
-the most direct traveled route
				  must be used by official state travelers.
Travel Scholarships
-if any type of
				  scholarship for travel is offered/received by a state employee, it is the
				  agency/employees responsibility to receive/comply with all ethic
				  laws/requirements (see
				  R.S.
				  42:1123).
Traveler
-a state officer, state employee, or
				  authorized person performing authorized travel.
Visa
-a document or, more frequently, a stamp
				  in a passport authorizing the bearer to visit a country for specific purposes
				  and for a specific length of time.
AUTHORITY NOTE:
				  Published in accordance with
				  R.S.
				  39:231.