The most cost effective method of transportation that accomplishes the purpose of the travel must be selected.
Employees sharing a ride with another state employee using either a state owned, personal or rented vehicle, should be documented on the Travel Expense Account Form of each employee.
Traveler must show proof that they are an authorized driver of Baton Rouge Community College before driving any vehicle on state travel. This can be obtained by contacting The Environmental Safety Department at BRCC.
Original receipts are required for all expenses pertaining to transportation which includes, but not limited to, taxis, shuttles, airport parking, etc.
All commercial airfare tickets must be purchased through the state contracted travel agency, Shorts Travel. (www.shortstravel.com/la or 1-888-846-6810) This requirement is mandatory unless approval is granted from the Division of Administration State Travel Office.
Reimbursement of mileage will be done from the traveler’s official domicile area of travel based on the most direct route. Mileage shall be reimbursable on the basis of $ 0.51 per mile per the following:
Employee must utilize a state vehicle if available. Contact the Facilities office to reserve a state vehicle at least 7 days in advance of travel. A non-availability slip should be attached if Facilities cannot provide a vehicle.
Employee may rent a vehicle from Enterprise Rent-A-Car’s state motor pool rental contract, if state vehicle is not available and travel exceeds 100 miles; or
If an employee elects to use his/her personal vehicle, reimbursement may not exceed a maximum of 99 miles total trip. Mileage reimbursement is 0.51 cents per mile. No gas reimbursement.
Personal Mileage must be approved by Vice Chancellor of Finance prior to the actual travel.
Written approval from the Department Head/Supervisor prior to departure is required.
In-State Vehicle Rental: The State has contracted with Enterprise Rent-A-Car for the State Motor Pool Rental Contract which is mandatory.
Out-of-State Vehicle Rental: The State has contracted rental vehicles for domestic, out-of-state travel, excluding Louisiana and international travel with Enterprise Rent-A-Car, National Car Rental and Hertz Car Rental. It is the traveler’s discretion which rental company is utilized. Pricing includes CDW/million dollar liability insurance.
Refer to PPM 49 for additional information.