1. The most cost-effective method of transportation that will accomplish the purpose of the travel shall be selected. Official state travelers must use the most direct travel route. Among the factors to be considered are the length of travel time, vehicle operation cost, and cost/availability of common carrier services. Common carriers shall be used for out-of-state travel unless it is documented that utilization of another method of travel is more cost efficient or practical and approved in accordance with these regulations.

2. A. Air Travel

   1. 1. Privately Owned or Charter Planes. Prior approval is required by the department head when traveling by privately-owned or chartered aircraft. The traveler must certify:
   2. 1. at least two hours of working time will be saved by such travel; and

   3. 2. no other form of transportation such as commercial air travel or a state plane will serve the same purpose.

      1. a. Chartering a privately owned aircraft must be in accordance with the Procurement Code.
      2. b. Reimbursement for using a chartered or un-chartered privately owned aircraft under the above guidelines will be made per the published GSA rate or the cost of coach economy airfare, whichever is the lesser. GSA Airplane mileage rate: https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates
      3. c. If there are extenuating circumstances requiring reimbursement not listed above, approval must be granted by the Commissioner of Administration.
      4. d. When common carrier services are unavailable and time is at a premium, travel via state aircraft shall be requested and if a state aircraft is not available, the file shall be documented to show non-availability of a common carrier and state aircraft. The documentation shall be readily available in the department’s travel reimbursement files.

3. 2. Commercial Airlines

   1. a. All state travelers are to purchase commercial airline tickets through the state contracted travel agency. This requirement is mandatory unless approval is granted from the Office of State Travel. In the event travelers seek approval to book without using the state’s travel agency, the traveler shall submit their request through their agency’s travel program administrator, who will determine if the request should be submitted to the Office of State Travel.
   2. b. State contractors are not required to use the state’s contracted travel agency when purchasing airfare, but it is the agency’s responsibility to monitor costs to ensure the contractors are purchasing the lowest, most logical airfare.
   3. c. The State supports purchasing the lowest logical ticket. Once all rates are received, the traveler must compare costs and options to determine which fare will be the best value ticket for their trip. To make this determination, the traveler must consider whether or not there is a likelihood the itinerary will change or be cancelled. Depending on this assessment, the traveler must determine if the additional costs associated with changing a non-refundable ticket alters the determination of the lowest logical ticket.
   4. d. Travelers should advise the agent of their flexibility with dates and/or time of travel to ensure the most cost-effective rate.
   5. e. Travelers are to seek airfare allowing a sufficient amount of lead-time prior to departure date. The lead-time should be no less than 10 to 14 days in advance of travel dates to ensure the lowest fares are available.
   6. f. Commercial air travel will not be reimbursed in excess of the lowest logical airfare. Receipts are required for reimbursement for commercial air travel. Upgrades above economy at the expense of the State are not permitted without prior approval from the Commissioner of Administration or in accordance with Subparagraph h of this Subsection. If an upgrade is not approved prior to the travel date and the traveler chooses to upgrade, the cost associated with the upgrade must be paid separately by the traveler. If space is not available in economy in enough time to carry out the purpose of the travel, the traveler must obtain a statement from the airline or contracted travel agency with this information. The certification is required for travel reimbursement.
   7. g. The state will pay for the airfare and/or penalty incurred for a change in plans or cancellation when the change or cancellation is required by the State or there are unavoidable circumstances approved by the agency’s department head. Justification for the change or cancellation by the traveler’s department head is required on the travel expense form.
   8. h. When an international flight segment is more than 10 hours in duration, the state will allow the business class rate provided it does not exceed the economy rate by more than 10 percent. The traveler’s itinerary, provided by the travel agency, must document the flight segment as more than 10 hours and must be attached to the travel expense form.
   9. i. Travelers may retain frequent flyer miles earned on official state travel unless an agency deems the points as property of the state. If a traveler makes travel arrangements that favor a preferred airline/supplier to receive these reward points and this circumvents purchasing the lowest logical airfare, they are in violation of this travel policy. Any costs in excess of the lowest logical airfare resulting from this violation are not reimbursable.

4. B. Unused Tickets

   1. 1. A lost or unused airline ticket is the responsibility of the person to whom the ticket was issued. Unused tickets should always be monitored by the traveler and the agency. Travelers should ensure that any unused ticket is considered when planning future travel arrangements. Some airlines have a policy that will allow for a name change to another traveler within the agency. A view of the latest airline policies regarding unused tickets are available at the Office of State Travel’s website: https://www.doa.la.gov/doa/ost/ transportation/airfare-airport/
   2. 2. Upon initial notification, it is the traveler’s responsibility to determine if the ticket will be used in the future. Unused tickets are to be monitored every 30 days. If it is determined that the ticket will not be used prior to expiration and there is a possibility to transfer the ticket, the traveler must immediately advise the agency’s travel administrator that the ticket is available for use by another traveler, section, or agency. The travel administrator should attempt to use the ticket for another traveler within the agency.
   3. 3. Department heads must review all unused airfare and the traveler’s justification to determine if reimbursement from the traveler must be made to the agency for the cost of the unused ticket. All files must be properly documented.
   4. 4. Monitoring unused tickets can be accomplished with the unused ticket report sent to the agency’s program administrator each month from the contracted travel agency. This report, in conjunction with traveler notifications while booking other flights and traveler email notifications every 120, 90, 60, 30 and 14 days prior to ticket expiration should be sufficient to reduce the loss of unused airfare.

5. C. Motor Vehicle

   1. 1. No vehicle may be operated in violation of state or local laws. No traveler may operate a vehicle without having a valid U.S. driver’s license in his/her possession. All occupants must use safety restraints. Accidents, major or minor, shall be reported first to the local police department or appropriate law enforcement agency. An accident report form, available from the Division of Administration’s Office of Risk Management (ORM), should be completed as soon as possible and must be returned to ORM with names, addresses, and phone numbers of principals and witnesses. Contact ORM with questions regarding this report.

   2. 2. Operating a state-owned, non-state owned, state-rented, or state leased vehicle for business while intoxicated, as set forth in R.S. 14:98 and 14:98.1, is strictly prohibited, unauthorized, and expressly violates the terms and conditions of use. In the event such operation results in the traveler being convicted of, pleading nolo contendere to, or pleading guilty to driving while intoxicated under R.S. 14:98 or 14:98.1, would constitute evidence of the traveler:

      1. a. violating the terms and conditions of use of the vehicle
      2. b. violating the direction of his/her employer, and
      3. c. acting beyond the course and scope of his/her employment with the state of Louisiana.
   3. 3. A person should not be authorized to operate or travel in a state-owned or state-rented vehicle unless the person is an employee of the state of Louisiana or deemed an authorized traveler. All authorized traveler approvals must be kept on file at the agency.
   4. 4. Students and non-state employees are not authorized to drive state-owned or state-rented vehicle unless deemed an “authorized traveler” on behalf of the State by the department head or his/her designee. Authorized travelers can be reimbursed for their travel expenses. Anyone who is not an employee of the State of Louisiana must sign the Acknowledgement of Non-State Employees Utilizing State Vehicles form, located on the Office of State Travel’s website, https://www.doa.la.gov/media/jcfji2il/nse-acknowledgement.pdf, prior to riding in or driving a state- owned or state-rented vehicle. Each agency is responsible for ensuring that this form and any other necessary requirements are completed and made part of the travel file prior to travel dates.
   5. 5. Persons operating a state-owned, state-rented, or personal vehicle on official state business are responsible for all traffic, driving, and parking violations. This does not include vehicle violations for registration or inspection sticker for state-owned or state rented-vehicles, as the State and/or rental company would be liable for any cost associated with these types of violations.

   6. 6. For official in-state business, travelers must use the options below in sequential order:

      1. a. first: a traveler should utilize a state vehicle when available;
      2. b. second: a traveler should rent a vehicle from the State’s in-state contracts with Enterprise, National, or Hertz for travel over 99 miles;
      3. c. third: a traveler must receive prior approval from their department head to use his/her personal vehicle and be reimbursed more than 99 miles. Reimbursements must be based on the GSA rate for mileage rounded down to the penny. The current GSA mileage rate can be found here: https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates
   7. 7. Motorcycles/bicycles/mopeds/motorized scooters (including e-scooters) shall not be used for official State travel. No passengers may be transported, at any time on official State Travel, on motorcycles/bicycles/mopeds/ motorized scooters (including e-scooters).

6. D. State-Owned Vehicles

   1. 1. Travelers in state-owned automobiles who purchase fuel, repairs, and equipment needed while in travel status shall make use of the Statewide Fleet Fuel and Repair/Maintenance and bulk fuel contracts, when applicable. Purchases require receipts and only the lowest manufacturer recommended fuel should be reimbursed.
   2. 2. Department heads must give prior approval for State-owned vehicles to be used for out-of-state travel. If a state-owned vehicle is used to travel to a destination more than 500 miles from its usual location, documentation that this is the most cost-effective means of travel must be kept in the department’s travel reimbursement files. When the use of a state-owned vehicle has been approved by the department head for out-of-state travel for the traveler’s convenience, the traveler is personally responsible for any other expense en route to and from their destination, which includes meals and lodging.
   3. 3. If a state vehicle is needed or requested to be kept at the home of a state traveler overnight, the agency and traveler should ensure it is in accordance with requirements outlined in R.S. 39:361-364.

7. E. Personally Owned Vehicles

   1. 1. Personal vehicle mileage is reimbursed at the published GSA rate for mileage rounded down to the penny. Personal vehicle mileage reimbursements should be based on actual physical addresses and require an odometer reading or website mileage calculator. The current GSA mileage rate can be found here: https://www.gsa.gov/ travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates.
   2. 2. When two or more persons travel in the same personally owned vehicle, only one reimbursement is allowed for the expense of the vehicle. The person claiming reimbursement shall report the names of the other passengers on the travel expense form.
   3. 3. At the discretion of the department head or his/her designee, mileage to and from airport(s) may be allowed while on official state business. This approval may include reimbursement for a traveler who is being dropped off and/or picked up from the airport.
   4. 4. Mileage reimbursements must not exceed the cost of the lowest logical airfare for the same trip. Travelers are personally responsible for any other expenses en route to and from the destination, which includes meals and lodging.
   5. 5. If a traveler is requested to take his/her personally owned vehicle out-of-state for a purpose that will benefit the agency, then the department head may, on a case- by-case basis, determine to pay a traveler for all or part of en route travel expenses (for example – lodging, meals, and mileage). Documentation must be kept on file to show cost savings or justification as to why personal vehicle mileage, lodging, and meals while in transit were approved for out-of-state travel exceeding 99 miles.
   6. 6. A traveler shall never receive any benefits or reimbursements because his/her residence is different from his/her official domicile. A traveler may be reimbursed mileage when starting travel from his/her residence if the mileage is less than starting travel in the traveler’s official domicile. If a traveler is leaving on a non-work day or leaving before or after work hours, the department head may determine to pay the actual mileage from the traveler’s residence.

   7. 7. When a traveler is required to regularly use his/her personally owned vehicle for agency activities, the agency head may request prior authorization from the Commissioner of Administration for a vehicle allowance. Requests for vehicle allowances must contain a detailed account of routine travel listing exact mileage for each route and justification as to why a rental vehicle is not feasible. Justifications should include a three-month travel history with a complete mileage log for all travel incurred, showing all points traveled to/from and the exact mileage. Requests for vehicle allowances are granted for one fiscal year and must be requested again each fiscal year if there is still a need. A centralized file must be kept containing all approvals.

      1. a. If an employee is granted a vehicle allowance then mileage, fuel, and rental vehicle reimbursements or charges are not allowed for that employee. Rental vehicles are allowed for these employees when traveling out-of-state.
   8. 8. Travelers are required to pay all operating expenses for his/her personal vehicle including fuel, repairs, and insurance.

8. F. State-Rented Vehicles

   1. 1. The state has mandatory contracts for in-state and out-of-state vehicle rentals for business travel with Enterprise, National, and Hertz. These contracts also apply to all authorized travelers and contractors. The state does not have international vehicle rental contracts.
   2. 2. Employees receiving a vehicle allowance are only allowed to rent a vehicle when traveling out-of-state.

   3. 3. In-State and Out-of-State Vehicle Rentals

      1. a. A rental vehicle should be used if a state owned vehicle is not available for all travel over 99 miles. In the event that an agency or traveler chooses to use a personal vehicle, refer to §150.E, of this policy, Personally Owned Vehicles.
      2. b. All state contractors who have entered into a contract with the State of Louisiana on or after March 1, 2013, and whose contracts are required to follow PPM 49 for travel reimbursements, must use the state’s mandatory contracts while conducting business on behalf of the State.
      3. c. In-state rental vehicle reservations shall not be made at an airport location for daily routine travel unless prior approval is granted by the department head. Airport rental locations charge extra fees that will add unnecessary costs to your rental charges.
      4. d. Charges added to the vehicle rental price must be in accordance with the mandatory rental vehicle contracts.
   4. 4. Payments. Rentals through the vehicle rental contracts shall be made using the “LaCarte” purchasing card, an agency’s CBA account, an employee’s state corporate travel card, or through direct bill to the agency. Agencies may decide which of these forms of payment to be used.
   5. 5. Approvals. Travel authorization forms must be approved by the department head or his/her designee prior to renting a vehicle. Agencies are allowed to approve rental vehicles on an annual basis if the travel is routine and a regular part of an employee’s job duties.

   6. 6. Vehicle Rental Size

      1. a. Only the cost of an economy, compact, intermediate, or standard vehicle is reimbursable, unless:
   7. 1. non-availability is documented; or
   8. 2. the vehicle will be used to transport more than two persons.

   9. 3. if a larger vehicle is necessary to carry equipment or multiple passengers, the vehicle shall be upgraded only to the next smallest size and lowest price necessary to accommodate the need. The file must include a justification approved by the department head or his/her designee.

      1. b. A department head or his/her designee may authorize a larger vehicle on a case-by-case basis and provide detailed justification in the file. Justification could include, but is not limited to, specific medical requirements when supported by a doctor’s recommendation or traveling with equipment.
   10. 7. Personal use of a State-rented vehicle is not allowed.
   11. 8. Box trucks are available under Enterprise/National and Hertz contracts as an added-value service, with insurance included. Use of this service is optional and not mandatory.

   12. 9. Fuel

       1. a. Fuel should be placed on an agency’s fuel card for rental vehicles. If your agency does not have a fuel card, reimbursements require an original receipt. If you are not able to obtain a receipt from the pump or cashier, a time stamped photo of the pump showing the number of gallons purchased and total price will suffice.
       2. b. A traveler must purchase fuel with the State’s Fuel Card, other approved credit card, or with personal funds at reasonable cost from a fuel station prior to returning the rental. Pre-paid fuel options or replacement of gasoline from the rental company is not allowed. If a traveler purchases any fuel options or programs allowing the rental vehicle company to replace gasoline without justification and prior approval from the department head, the traveler must reimburse the agency. Each agency shall familiarize itself with the Statewide Fleet Fuel and Repair/Maintenance and bulk fuel contracts. Agencies and travelers should review the terms, conditions, and locations of vendors for each contract.

9. 10. Insurance for Vehicle Rentals within the United States

   1. a. State rental contracts include Collision and Damage Waiver (CDW) insurance and $1,000,000 Liability Protection Coverage. Additional insurance billed by car rental companies is not reimbursable and must not be billed to an agency.
   2. b. Should a collision occur while on official state business, the accident should immediately be reported to the Office of Risk Management and the rental company. Any damage involving a third party must be reported to the appropriate law enforcement agency to obtain a police report.
   3. c. Lost keys and unlocking services for rental vehicles are not covered under the damage waiver policy and can be costly. Agencies should establish an internal procedure regarding the liability of these costs.

10. 11. Insurance for Vehicle Rentals Outside of the United States

    1. a. The Office of Risk Management (ORM) recommends the appropriate insurance (liability and physical damage) provided through the car rental companies be purchased when the traveler is renting a vehicle outside of the United States. With the approval of the department head or his/her designee, required insurance costs must have receipts and may be reimbursed for travel outside of the United States only.

    2. b. The following insurance packages are available by rental vehicle companies which are reimbursable:

       1. i. collision damage waiver (CDW), should a collision occur while on official state business, the cost of the deductible should be paid by the traveler and submit a reimbursement claim on a travel expense form. The accident must also be reported to the Office of Risk Management;
       2. ii. loss damage waiver (LDW);
       3. iii. auto tow protection (ATP);
       4. iv. supplementary liability insurance (SLI);
       5. v. theft and/or super theft protection (coverage of contents lost during a theft or fire);
       6. vi. vehicle coverage for attempted theft or partial damage due to fire by the car rental company.

11. c. The following are examples of insurance packages available by rental vehicle companies that are not reimbursable:

    1. i. personal accident coverage insurance (PAC);
    2. ii. emergency sickness protection (ESP).
    3. d. Insurance is only allowed to be charged or reimbursed when renting outside of the United States.
    4. 12. Navigation Equipment (GPS System). Must be rented, not purchased, from a rental car company and may only be reimbursed if the traveler justifies the need for such equipment. Prior approval from the department head or his/her designee must be obtained and included with the travel file.

12. G. Ground Transportation

    1. 1. The cost of public ground transportation such as buses, subways, airport shuttles/limousines, ferries, tolls, and taxis are reimbursable when the expenses are incurred as part of approved State travel. Credit card fees charged by these services are reimbursable.
    2. 2. Public transportation to and from the airport may be reimbursed with a receipt while on official state business.

    3. 3. Uber or Lyft type services, are reimbursable with an itemized receipt. Premium vehicles are not reimbursable. Agencies may reimburse tolls, surcharges, and fees (excluding wait time fees) when it is determined that these services are the most cost effective option. Wait time fees are not a reimbursable expense. Travelers should try to utilize the most economic ground transportation without incurring additional fees or surge pricing.

       1. a. Uber Black, Uber Black XL, Uber Premier, and Uber Priority are not reimbursable
       2. b. Lyft Lux, Lyft Lux Black, and Lyft Lux Black XL are not reimbursable
       3. c. UberXL and Lyft XL are reimbursable with two or more passenngers.
    4. 4. When travelers utilize a free shuttle service, a $5 tip may be allowed (no receipt is required).
    5. 5. Airport shuttles, taxis, and all other public transportation require a receipt for reimbursement. A driver’s tip may be given and the tip must not exceed 20 percent of the total charge. The tip amount must be included on the receipt received from the driver/company.
    6. 6. All other forms of public ground transportation other than those listed above are limited to $10 per day when a receipt is not possible. Claims in excess of $10 per day require a receipt. At an agency’s discretion, the department head may implement an agency policy requiring receipts for all public transportation requests less than $10 per day.
    7. 7. To assist agencies with verification of taxi fares, you may contact the taxi company for an estimate or visit an online taxi fare estimator. A traveler should obtain prior approval if multiple taxis will be used during a trip (not just to and from an airport). It may be in the agency’s best interest to rent a vehicle rather than reimbursing multiple taxi expenses.

13. H. Parking and Related Parking Expenses

    1. 1. Baton Rouge Airport. The State has contracted rates for parking in the indoor parking garage and the outside fenced parking lot at the Baton Rouge Airport. The airport parking certificate and State Employee ID must be presented to receive the contract price. If the agency does not issue a State ID, the traveler will need a business card and a driver’s license along with the certificate to be eligible for the state contracted rate. Receipts are required for reimbursement of the contracted rates listed in the resource section. The airport certificate may be found on the State Travel Office’s website at: https://www.doa.la.gov/doa/ost/parking/
    2. 2. New Orleans Airport Parking. Travelers have the option to park at New Orleans Airport in the Surface Lot or the Airline Economy Garage. Receipts are required for reimbursement for the allowable rates listed in the resource section.
    3. 3. Travelers using motor vehicles on official state business may be reimbursed for all other parking, including airport parking except as listed in A and B above, ferry fares, and road/bridge tolls. For each transaction over $5, a receipt is required.

Authority Note

AUTHORITY NOTE: Published in accordance with R.S. 39:231.

Historical Note

HISTORICAL NOTE: Written by the Office of the Governor, Division of Administration, November 1, 1972, published LR 1:179 (April 1975), amended LR 1:338 (August 1975), LR 2:312 (October 1976), LR 5:93 (May 1979), LR 6:405 (August 1980), LR 7:7 (January 1981), LR 8:406 (August 1982), LR 15:820 (October 1989), LR 16:965 (November 1990), LR 26:1254 (June 2000), LR 27:804 (June 2001), LR 28:1127 (June 2002), LR 29:824 (June 2003), LR 30:1113 (June 2004), LR 31:1185 (June 2005), LR 32:938 (June 2006), LR 33:966 (June 2007), republished LR 33:1316 (July 2007), amended LR 34:1301 (July 2008), LR 35:1195 (July 2009), LR 36:1650 (July 2010), LR 37:2051 (July 2011), LR 38:1478 (July 2012), LR 39:1662 (July 2013), LR 40:1055 (June 2014), LR 41:1046 (June 2015), LR 42:984 (July 2016), LR 43:1113 (June 2017), LR 44:1177 (June 2018), LR 45:820 (June 2019), LR 46:843 (June 2020), LR 47:817 (June 2021), LR 47:1055 (July 2021), LR 48:1449 (June 2022), LR 48:2518 (October 2022), LR 49:1015 (June 2023), LR 51:756 (June 2025), effective July 1, 2025, LR 52:000 (June 2026), effective July 1, 2026.