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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 - Note: Questions & exemption requests are to be routed through the Travel Program Administrators (Susan Clow, x5122 sclow@ulm.edu & Marisa Anderson, x5107 manderson@ulm.edu)

PORTALS:

TRAVEL PRESENTATIONS:

TRAVEL POLICY LINKS:

TRAVEL INFORMATION LINKS:

TRAVEL FORMS -- INTERNAL, ULM:

STATE TRAVEL CARD INFORMATION & LINKS:

Travel Announcements


July 21, 2017

Effective July 24, 2017, State of Louisiana has been assigned a new Card Account Specialist.  Her name is Sharon Olney-Hill. Pat Roberson retired. Below is Sharon's and her back-up contact information:

Sharon Olney-Hill: email address  dedicated_card_east@bankofamerica.com  888.715.1000 Ext. 22122

 

Shannon Lee:   email address  dedicated_card_east@bankofamerica.com  888.715.1000 Ext 22123

Shelita Woods, Manager, Division of Administration
Office of State Travel, PO Box 94095, Baton Rouge LA 70804-9095


July 18, 2017

Additional security measures for international flights to the U.S.

Beginning later this week, the U.S. Department of Homeland Security (DHS) will require additional security measures for all international flights to the United States.

These measures include enhanced screening of travelers, as well as heightened screening of electronic devices larger than a standard smartphone. Travelers may need to remove these devices from their protective cases or outer packaging for inspection.

For international flights, the U.S. Transportation Security Administration (TSA) recommends arriving at the airport at least three hours before your flight, allowing time for the additional security measures.

Our top priority is the safety of our customers and employees, and we will continue to work with DHS to comply with the new security directive. For more information and to read a fact sheet about the new directive, please visit the DHS website.


July 5, 2017

Greetings: 

The new travel regulations have been published by The Office of State Travel. Please refer to the new 2017-2018 PPM-49 for complete updates, changes, and regulations. The 2017-2018 PPM-49 is effective July 1, 2017. 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/2017-2018_TravelGuide.pdf

*Changes to FY17-18 State Travel Policy are noted on page 1 and 2.

The exemption to utilize personal cards for individual travel has been renewed for FY 2018.

Some key points in the PPM-49:

Please contact Susan Clow (x5122), Marisa Anderson (x5107), or Mary East (x5112) with questions.


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


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)


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


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 Travel


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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