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Division of Business Affairs
Controller's Office

Travel Information

Mileage Reimbursement Memo (Updated to All State Business) - August 23, 2016

Commissioner of Administration Memo on Louisiana HotelPlanner Use - March 15, 2016

Commissioner of Administration Memo on Louisiana HotelPlanner Use - January 12, 2016

State Travel Office

Portals:

Travel Presentations:

Travel Policy Links:

Travel Information Links:

Travel Forms -- Internal, ULM:

 

Travel Announcements


October 19, 2016

Please be advised as of Saturday, October 15, 2016, the U.S. Department of Transportation has banned the Samsung Galaxy Note7 Smartphone from all U.S. aircraft

The absolute ban follows earlier warnings against turning on or charging the phone during flight, or packing one in checked luggage. Last week the U.S. Consumer Product Safety Commission said the Note 7’s battery “can overheat and catch fire, posing a serious fire and burn hazard to consumers.”

Below are links to the notices on the Dept. of Transportation and FAA websites regarding the Samsung Galaxy Note7 Smartphone ban, and more information on the topic.

http://www.faa.gov/news/updates/?newsId=86685

https://www.transportation.gov/briefing-room/dot-bans-all-samsung-galaxy-note7-phones-airplanes

Travel Advisory Team
travelalerts@shortstravel.com | www.shortstravel.com


July 1, 2016

The new travel regulations have been published by The Office of State Travel. Please refer to the new 2016-2017 PPM-49 for complete updates, changes, and regulations. Following is the direct PPM-49 link, which is posted on the Controller’s Travel Website (http://ulm.edu/controller/travel.html):

http://www.doa.la.gov/osp/Travel/travelpolicy/2016-17-TravelGuide.pdf

*****Please note the significant change of utilizing Louisiana HotelPlanner for lodging needs is no longer mandated.

Some key points in the PPM-49:

Please contact Kara Stoddard (x5115), Susan Clow (x5122), or Mary East (x5112) with questions.

Kara Stoddard, ULM Controller's Office, Coenen Hall 150D
P: 318-342-5115, F: 318-342-5103, E: stoddard@ulm.edu


June 9, 2016

The hold harmless agreement associated with non-employees driving or riding in State vehicles is no longer.  It has been revised to be an acknowledgment rather than a hold harmless agreement.  Please use the form linked below (also linked in the Travel Policy Links list).

Acknowledgment of Non-State Employees Utilizing State Vehicles or Rental Vehicles .PDF

Shelita Woods, Office of State Travel, 225-342-6322


May 16, 2016

Please advise all necessary personnel that the link for PPM49 Travel Phone App is now located under a new server and must be updated on their smart phones.  The new address is: 

https://wwwcfprd.doa.louisiana.gov/travel/

Shelita Woods, Office of State Travel, 225-342-6322


April 4, 2016

This week, American, United and Delta Airlines announced major changes impacting rules when combining multi-city airfare that are now resulting in airfares that are hundreds if not thousands of dollars higher.  These changes impact itineraries with more than one destination, when combined on one ticket.  To avoid paying for airfare that is considerably higher, when air arrangements involve more than one destination, travelers will need to book travel to each destination city separately (examples below).  Agencies, airlines, consumer websites as well as Corporations, Universities and travelers are subject to the pricing change. 

Priced together $1235.81/ separately $431.06 total for three tickets (Point A to B, Point C to D, Point D to A)

 

American Airlines

(AA)

2487

M

26APR

 

Columbus, OH (CMH)

-

Dallas, TX (DFW)

 

1120A

110P

TU

 

American Airlines

(AA)

2277

M

26APR

 

Dallas, TX (DFW)

-

Ontario, CA (ONT)

 

500P

614P

TU

 

American Airlines

(AA)

2411

K

28APR

 

Las Vegas, NV (LAS)

-

Chicago, IL (ORD)

 

510A

1051A

TH

 

American Airlines

(AA)

3328

W

29APR

 

Chicago, IL (ORD)

-

Columbus, OH (CMH)

 

905A

1121A

FR

   

OPERATED BY ENVOY AIR AS AMERICAN EAGLE

       

Priced together $1506.11 /separately $620.11 total for three tickets (Point A to B, Point B to C, Point C to A)

 

Delta Air Lines

(DL)

2197

T

11APR

 

Columbus, OH (CMH)

-

Atlanta, GA (ATL)

 

555A

733A

MO

 

Delta Air Lines

(DL)

5162

T

11APR

 

Atlanta, GA (ATL)

-

Fayetteville, NC (FAY)

 

817A

935A

MO

   

OPERATED BY EXPRESSJET DBA DELTA CONNECTION

       
 

Delta Air Lines

(DL)

1449

M

12APR

 

Fayetteville, NC (FAY)

-

Atlanta, GA (ATL)

 

600A

727A

TU

 

Delta Air Lines

(DL)

1276

U

14APR

 

Atlanta, GA (ATL)

-

Columbus, OH (CMH)

 

1002A

1137A

TH

     

We have proactively taken the following steps to minimize the financial impact to our clients:

When multiple tickets are issued the appropriate online or agent transaction fee will apply per ticket issued. 

We are diligently working with our industry partners to identify alternate solutions which may alter the options we have currently identified.  STM is monitoring the change and will update this process when we are confident lowest fares are available using this functionality.

Erin Holst, Strategic Account Manager, Short's Travel Management (per Shelita Woods)


March 16, 2016

Please see the memorandum (link) with updated information regarding Louisiana HotelPlanner.com from Commissioner of Administration Jay Dardenne.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


March 10, 2016

This is in reference to the memorandum dated January 12, 2016 regarding the State of Louisiana HotelPlanner contract, as there have been new developments.   

Although the contract remains non-mandatory, agencies are encouraged to take advantage of this service and benefit from the following: 

Effective March 1, 2016, HotelPlanner has offered a 2.5% incentive rebate to each agency, college, university, board and commission for their employee’s use of the portal. The rebate is earned on all completed travel booked through the portal – individual reservations, group and athletic team reservations, along with conference lodging rooms for in-state and out-of-state conferences. The funds will be sent to each parent agency, as listed within the portal.  The parent agency may further distribute the rebate to their sub-agencies or departments (Ex: DOTD sections, university athletics, etc.), as the parent agency deems appropriate.  The average time for an agency to receive their monthly rebate check will be three months after completed stays.  This delay is due to the time required for hotels to pay HotelPlanner.  Please use this link to advise HotelPlanner of the address to send your monthly rebate check - https://form.jotform.com/60676585715164

  1. The portal provides management tools that will aid the agency in financial reporting and transparency:
    • Travel compliance reporting provides a single-source audit for hotel stays, to detect and alert to travel non-compliance, including a “who’s traveling today” report.
    • Supervisors have the option of approving all hotel stays, before payment is made, eliminating unauthorized or inefficient hotel expenses. 
    • To decrease the agencies food and beverage per diem expenses, the portal identifies hotels that offer complimentary breakfast. 
    • The portal provides an electronic means to pay hotel reservations for employees that do not have access to an individual state issued credit cards.  This enables ALL hotel stays to be paid with state issued credit cards, as per the directive issued September 18, 2014.

Please remember that all travel must be in accordance with PPM49,   http://www.doa.la.gov/Pages/osp/travel/travelpolicy.aspx.  

If you have any questions, you may contact the Office of State Travel.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019  fax


February 4, 2016

Please inform all travelers, traveler arrangers, student groups and especially athletics that the Louisiana HotelPlanner contract is still available just no longer mandatory and that all contracts which were negotiated in months prior to the letter from the Commissioner should not be canceled.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


January 19, 2016

Please see the link to memo from the Commissioner of Administration regarding the use of HotelPlanner.com (Louisiana).  It allows much more flexibility in making travel arrangements which has been an area of concern in the past year.  If you have questions about making travel arrangements, please contact Mary East or Kara Stoddard in the Controller’s Office.

Bill Graves, ULM CBO


November 30, 2015

Beginning January 1, 2016 the State Department will discontinue the service of adding additional visa pages to US passports. Requests for additional visa pages may only be submitted until December 31, 2015. Passport holders in need of additional space in their passports will need to renew their passports by mail using form DS-82. If travelers renew their passport from outside of the US they will automatically be issued a larger 52-page book. If travelers renew their passport within the US, they may indicate their preference for a 28-page or 52-page book by checking the appropriate box at the top of the DS-82 form. There is no fee difference for book sizes. More information can be found at the US State Dept. website.

Our Mission: To enhance the experience of getting there, being there, and coming home.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


November 19, 2015

Given the recent events in France as well as the upcoming holidays, we would like to take this opportunity to remind you that travelers should expect Transportation Security Administration (TSA) security lines to be longer than expected. This is especially true for travelers departing at peak times, as well as all travel from larger airports, such as Atlanta, Chicago, Dallas, Denver, Houston, Los Angeles, New York, and Washington D.C.

While the general recommendation is for travelers to arrive two (2) hours prior to departure, it may be worthwhile to inform your travelers the wait times may be even lengthier and they may want to allow extra time to make their way through the security checkpoint and to their gate.

Travel Advisory Team, travelalerts@shortstravel.com

Our Mission: To enhance the experience of getting there, being there, and coming home.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


October 20, 2015

Subject:  REMINDER: Updates to Shorts Travel Portal which could effect your Agency

Reminder:  Please make sure that your browse is compatible and will support the Shorts Travel Portal.

VERY IMPORTANT  ----- Please read carefully

Please be aware that on December 1, 2015 Shorts will begin disabling access to Short’s Travel portal / STO from browsers that do not support SSL versions TLC 1.1 & TLS 1.2 (below).  It is very important that you communicate this to your departments and to their personnel (more than once to ensure everyone understands the change and has the enabled versions on their computers).  If they do not, on December 1st they will not be able to access the portal/STO.

To continue to access Short’s Travel Online beginning on December 1st, please ensure that you are using an approved operating system (O/S) and browser, and that the browser has the proper settings. The chart below shows the O/S and Browsers that support TLS 1.1 & TLS 1.2. Only Windows Vista and XP system users that use Internet Explorer as their browser will not have the ability to support TLS 1.1 & 1.2.

Please coordinate with your IT Department to ensure that your agency’s travelers are prepared for the change.

To Our Valued Travel Partners:

We are notifying you in advance about an important change we will be making Dec. 1, 2015, to our Systems and how this change could impact your ability to access TravelMate (Shorts Portal), and possibly your connection to STO, Concur and the FindIt checkout pages via the Portal.

The attached document will help you determine what browser settings are required to access our systems. (link to attachment)

Why is this information important?

These mandated changes impact the Payment Card Industry Data Security Standard (PCI DSS) requirements that address encryption used to protect cardholder data and requires an enterprise-wide transition to TLS version 1.1 and higher.

The Payment Card Industry Data Security Standard (PCI DSS) is a proprietary information security standard for organizations that handle branded credit cards from the major card schemes including VisaMasterCardAmerican ExpressDiscover, and JCB.  The PCI Standard is mandated by the card brands and administered by the Payment Card Industry Security Standards Council. The standard was created to increase controls around cardholder data to reduce credit card fraud.

The PCI Standards specifically state that strong cryptography and security protocols, such as SSL/TLS or IPSEC, must be used to safeguard sensitive cardholder data during transmission over open, public networks.

SSL/TLS is the most widely deployed encryption protocol. It is used in almost every application to ensure confidentiality whenever we need to transmit sensitive or secret information across an insecure medium (such as transmitting your password or other sensitive personal information over a network or the Internet.)

As new technology becomes available, Operating Systems (O/S) such as Windows and Mac, and browser software published by Microsoft, Mozilla, Firefox, Safari, Apple, Google and other browser vendors, will begin to sunset older versions of their products and discontinue support. In doing so, the required certificates for SSL/TLS encryption may also become outdated and obsolete because the root of those certificates are embedded as trusted anchors in the software.  An example of this change is machines running Windows XP or Vista and Internet Explorer will no longer be supported.

Thank You!

Client Services Team, Shorts Travel Management, Clientservices@shortstravel.com

Our Mission: To enhance the experience of getting there, being there, and coming home.


October 14, 2015

Effective immediately, Tami Vetter is no longer the State of Louisiana Hertz Account Executive.  Our new Hertz Account Executive is Kristin Crawford.  She may be reached at 985-285-2235 or crawford.kristin@hertz.com.  In the event that Kristin is not available, please feel free to contact T. Craig Seabolt which is Hertz Regional sales manager.  You may reach T. Craig at 404-840-9443 or TSeabolt@hertz.com.

Shelita Woods, Office of State Travel, Shelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


June 9, 2015

Following is the link to the new Enterprise website that will be used to reserve and pay for rental vehicles:  http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=UNIVLOUM.  There is also a link on the University’s travel website.

As everyone is aware, the travel guidelines require that in-state vehicle rentals (for all travel) and out-of-state vehicle rentals (for group travel) be charged to a state card. This new website will allow the state CBA account (Controlled Billing Account) to be charged directly each time a vehicle is returned to Enterprise. Enterprise will no longer directly bill the University, so it is important that this website be used for vehicle rentals in order for the University to more easily comply with the state travel requirements. Training for the use of this website was provided on May 6th and May 7th.

Important items to note:

Please contact our office with any questions.
Thank you, Nicole Walker, CPA, MBA, CGMA, Controller
University of Louisiana Monroe, phone: (318) 342-1040, fax: (318) 342-5103


April 21, 2015

Hotels have brought to our attention that travelers staying at hotels in the State of Louisiana are not presenting their tax exemption form. Hotels will begin charging in-state taxes and the employee will be responsible for reimbursement if the tax exemption form was not presented at time of check-in. Please advise all necessary personnel immediately. Thanks for your assistance in this matter.

Shelita Woods, Office of State TravelShelita.Woods@la.gov, (225) 342-6322, (225) 342-5019 fax


June 20, 2013

The following was received from the Office of State Travel. If you travel on state business, please review the below information carefully.

As you know, in order to be considered tax exempt in regards to lodging, a state employee must present a completed “tax exempt form” to the hotel at time of check-in. However, did you know that in addition to the tax exempt form, a state traveler is also required to have a “copy of the employee’s written travel orders which states the dates and destination of the authorized travel,” or for state employees, a copy of their travel authorization. This requirement is noted at the bottom of the State of Louisiana’s tax exempt form as a requirement of the Department of Revenue. Although not all hotels will request or require the travel authorization form along with the tax exempt form, to be considered tax exempt, more hotels are beginning to require both.

Remember, as per the state’s policies for both LaCarte Purchasing and CBA cards, taxes may never be allowed when making a charge for lodging. Therefore, in order to comply with the policies, along with reducing costs to your agency, the Office of State Travel strongly suggests that employees immediately begin carrying both documents, when travel includes overnight lodging, to ensure that if asked they will have all necessary documentation.

The current tax exempt form is located on our website at  http://www.doa.louisiana.gov/osp/travel/forms/hoteltaxexemption.pdf

Thanks, Director of Purchasing


Travel Advances/Expense Reports and Check Requests:

Please make every effort to send or deliver the Travel Advances/Expense Reports and Check Requests by the Friday, 11:30 a.m. deadline to Coenen Hall Room 103 so they may be stamped before being distributed to the proper processor. We are working very diligently and expediently to process all payments in a timely manner. It is our goal for all completed requests that have been received in Accounts Payable by Friday, 11:30 a.m. to be processed in the check run for the following week; however, incomplete Receivers and/or incorrect/incomplete Travel Advances / Expense Reports will delay payment. No travel expenses will be paid through Check Requests and you must submit your PRIOR travel authorizations for ALL out-of-state travel and in-state conferences.

In order to verify if payment has been made, first access FAIVNDH in Banner and check Vendor History. However, due to the high volume received in AP, please allow two weeks before making an inquiry to AP, preferably by email, as to why payment has not been made.

Questions should be directed as follows:

Travel – Mary East  east@ulm.edu, Accounts Payable Manager - Lena Beutner lbeutner@ulm.edu

We appreciate your cooperation, patience, and adherence in these procedures.

We will inform you of the training sessions once the dates have been determined.

Nicole Walker, CPA, MBA, Controller; University of Louisiana Monroe; Phone: (318) 342-1040; Fax: (318) 342-5103


 

 

 


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