Travel Reimbursement for LOUIS Members

These procedures establish requirements for the reimbursement of authorized travel expenses for individuals traveling 150 miles or more each way to attend events hosted by the Board of Regents-LOUIS: The Louisiana Library Network (BOR-LOUIS), where travel reimbursements are eligible.

Individuals traveling on behalf of LOUIS member libraries and seeking reimbursement must receive institutional travel authorization. For approved BOR-LOUIS travel, eligible expenses must adhere to PPM 49 – Louisiana State Travel Guide and the policies and procedures of the traveler’s institution. Individuals must work through their institutions to arrange and book travel.

BOR-LOUIS will reimburse authorized travel expenses incurred to attend the BOR-LOUIS-hosted event. Eligible expenses must be submitted to BOR-LOUIS via an invoice that includes supporting documentation, receipts, and the approved institutional travel authorization form. Reimbursements will be issued to the institution, not directly to the individual traveler. 

Who Qualifies for Travel Reimbursement?

Occasionally LOUIS offers travel cost reimbursement for members to attend meetings or training sessions.  We will announce ahead of the scheduled event if we are able to offer reimbursement and to whom it applies.

If the meeting is for System Administrators, Electronic Resources Administrators, ILL Administrators, or Affordable Learning Administrators, the primary and secondary admins are eligible for reimbursement.

LOUIS travel reimbursement is available only to eligible travelers whose institution is at least 150 miles each way from the meeting location. Distance is calculated from your institution's address, not your home or another departure location.

What Costs Can Be Reimbursed?

LOUIS will reimburse the institution for eligible expenses, such as the following. All travel must be booked through the institution and adhere to institutional requirements, as well as PPM 49.

Transportation

Use of a state vehicle is preferred, followed by a rental and a personal vehicle. For personal vehicles, mileage reimbursement rates are determined by the U.S. GSA.

Lodging

LOUIS will reimburse one overnight stay (check-in the day before the meeting and check-out the day of the meeting), up to the applicable state lodging rate, which varies depending on the location of the meeting.

LOUIS can reimburse the room rate and applicable city, parish, local, and occupancy taxes only. State tax is not reimbursable. The reimbursement request much include a paid receipt from the hotel with the amount charged to the card. 

Meals

If you qualify for reimbursement and are traveling overnight, then you also qualify for a per diem reimbursement for your meals. You do not need to submit receipts to qualify, unless this is institutionally-required.

Rates

All travel reimbursement amounts are subject to change. To confirm reimbursement rates, please check the state travel policy.

Travel reimbursement assumes and considers allowable travel time, mileage, etc. to a LOUIS scheduled event and travel time, mileage, etc. return from LOUIS scheduled event. Any additional travel either before or after the scheduled LOUIS event and whether personal or business will not be reimbursed.

When Do You Need to Request Reimbursement?

To request reimbursement, an eligible individual must receive travel authorization from their institution prior to the BOR-LOUIS-hosted event. The institution is responsible for approving travel in accordance with institutional policies and PPM 49.

After the Event

Following attendance at the BOR-LOUIS-hosted event, institutions requesting reimbursement must submit an invoice to BOR-LOUIS that includes the following:

• Traveler’s name and institution name;
• BOR-LOUIS-hosted event and date(s);
• Approved institutional travel authorization and any associated documentation, if required by institution, demonstrating institutional approval of the travel;
• Itemized receipts and supporting documentation for applicable eligible expenses;
• Confirmation of state or personal vehicle use; BOR-LOUIS will calculate mileage to and from institution and event facility for personal vehicle use.
• Documentation of lodging, meals, transportation, and other reimbursable expenses, when applicable.

BOR-LOUIS may request additional documentation to verify that the expenses were incurred, approved, and are eligible for reimbursement under PPM 49.

This documentation can be submitted to Darcy Waguespack: darcy.waguespack@laregents.edu.