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, 2026, mileage reimbursement rate increased to 72.5 cents per mile.

Travel Reimbursement Checklist

Summary of PM-13  FY27

The following is a summary of the key policy changes:

1. International Travel Services

International travel, as defined in PM-13, must be approved by the Entity Head (or designee). Prior approval of international travel is in addition to the prior approval requirement for travel to highrisk countries, including foreign adversaries.
Travel approvals must also include the traveler's supervisor (or designee) and/or the person with fiscal responsibility, unless the campus or department requires a higher level of approval. Requests for approval must include a detailed estimate of anticipated expenses, including airfare, lodging, meals, local transportation, and other known travel costs. Documentation of all approvals must be maintained by the institution.

2. Pre-Travel Authorization
All official University travel, regardless of funding source, must have an approved authorization to travel before travel begins. Institutions must establish procedures to address instances where travel expenses are incurred before
obtaining a fully approved travel authorization, including the potential denial of reimbursement.

3. Contracted Travel Services
Use of the contracted travel agency remains mandatory for airfare reservations unless an exemption is approved prior to travel. To qualify for an exemption, the alternate airfare must provide at least 10% savings and a minimum cost savings of $200, excluding the travel agency service fee.

4. In-State Vehicle Rentals

Box trucks are now available under the Enterprise/National and Hertz contracts as a value-added service with insurance included. Use of this service is optional and not mandatory.

5. Uber or Lyft Services

Uber Priority, in addition to Uber Black, Uber Black XL, and Uber Premier are not reimbursable.

6. Registration Fees for Conferences and Conventions
Membership fees included as part of the conference registration are allowable expenses when directly associated with the conference registration. Any meals included in the conference registration fee are not eligible for reimbursement.

7. Special Meals

Special meals are allowable for workshops, faculty or staff retreats, training sessions, and similar events. A detailed meeting agenda is required. The reference to an "all-day” event has been removed.

Parking at New Orleans Airport

See MSY Airport Parking Map Here

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 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. 
• 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.
• Driver Authorization is required for official University business when traveling by motor vehicle, including rental or personal vehicles if driving is part of the employee’s written job description, is assigned by a department as a routine duty, or when otherwise required by institutional procedures. The Driver Authorization process is managed by each institution. Records of the Driver Authorization must be retained in a central location during the period of active authorization.

• 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.
• It is the responsibility of the university and the employee to comply with all ethics laws and requirements. Refer to the Louisiana Board of Ethics website for more information.

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.