Travel Policies & Resources

• State Travel Guidelines
• PPM49 – State Travel Regulations
  The official travel guide issued by the State of Louisiana outlining all travel policy requirements for state employees, including allowable expenses, reimbursement limits, and approval procedures.
• Office of State Purchasing and Travel – Travel Policy
  The Office of State Travel provides policy oversight, forms, training resources, and updates related to state-funded travel.
• GSU Travel Policy
  All travelers are responsible for reviewing and adhering to the Grambling State University (GSU) Travel Policy, which outlines required procedures, allowable expenses, and compliance with State of Louisiana travel regulations. The policy must be reviewed prior to submitting any Travel Authorization (TA).

Before You Begin: Travel Authorization Preparation Checklist

• Travel Authorization Checklist
• Payroll Deduction Form
  

  Travelers are required to complete and submit the Payroll Deduction Authorization Form prior to travel. This form authorizes the University to recover any non-reimbursable travel expenses or amounts owed as a result of policy violations or unsubstantiated charges. The completed form must be attached to the Travel Authorization (TA) before final approval.

Lodging Policy Forms & Procedures

• Hotel Tax Exemption Form
  Allows travelers to claim exemption from state and local hotel taxes while on official business in Louisiana.
• Receipt Submission Requirements
  All receipts must be submitted to the Travel Department at travel@gram.edu within three (3) business days of returning from travel.
  Failure to submit receipts within this timeframe may result in reimbursement delays or non-compliance. Non-compliance may also result in suspension of travel privileges on the University CBA Card.
• HotelPlanner Portal (Optional)
  A hotel booking tool provided through the State’s contracted travel partner.
   Access HotelPlanner Portal
• Hotelplanner Question and Answers
• GSA Rates (U.S. General Services Administration)
• International Lodging Rates
• International Travel Meal and Incidental Breakdown

Vehicle Rentals

• GSU Car Rental Request Form (PDF)
• Enterprise & National Booking Form PDF (MS Word)
  Use this form to reserve vehicles through the State's rental contract.
• Hertz Rental Rates

Travel Requests Submitted Less Than 30 Days Prior to Travel

Travel Authorizations (TAs) submitted less than 30 days prior to the travel start date require formal prior approval from the President’s Office.

• A formal letter of justification must be prepared and addressed to the President.
• The official letter must be submitted to the Program Administrator, Erin Walker at walkere@gram.edu, who will route the letter through the appropriate approval channels for signatures.
• Travel should not be booked or initiated until this approval is granted.

Failure to follow this procedure may result in delays or denial of your travel request.

Important Notes

When utilizing a rental vehicle for University travel, please be aware of the following guidelines:

• Personal use is strictly prohibited.
  Rental vehicles may not be used for personal activities such as sightseeing, shopping trips, or extended lunch commutes. These uses are not covered under state travel policies and violate University guidelines.
• Coverage limitations:
  The Office of Risk Management (ORM) provides vehicle coverage only when the vehicle is used for official University business. Any personal use may result in loss of coverage and the traveler may be held personally liable for any incident.
• Refueling charges, citations, and violations:
  Travelers are responsible for any fuel charges not in compliance with University policy, as well as any traffic violations or citations. Payroll deduction will be enforced for recovery of these costs.
• Acknowledgement Form for Non-State Employees in University Vehicles
  Required for all non-state individuals riding in university-owned or rented vehicles. Must be completed and submitted prior to travel.

University Fuel Card Requirement for Rentals

When utilizing a rental vehicle for official University travel, you are required to pick up the University-issued fuel card from Ms. Becky Fields fieldsb@gram.edu in the Property and Receiving Building, 407 Central Ave. Grambling, La 71245. 

Before the fuel card is released, you must present the following:

• A fully approved Travel Authorization (TA)
• A completed and approved encumbrance for the travel

Please ensure these documents are in place prior to vehicle pickup to avoid delays. The fuel card must be used for all fuel purchases related to official University business during the rental period.  Please travel responsibly and in accordance with all applicable state and University policies.

Driver Eligibility Requirements

• Your driving record will be reviewed annually to ensure you meet the eligibility requirements to operate a vehicle on behalf of the University and in accordance with State of Louisiana guidelines.
• You are required to complete the Defensive Driver Course each year to remain authorized to drive a state-owned or rented vehicle for official University business.
• Before operating a state vehicle or rental on official University business, you must be listed as an approved driver.
• Please contact Safety & Risk Management to verify your driving record and ensure your name is on the official driver list: malonej@gram.edu | 318-274-3443

State Liability Travel Card – Allowed Expenses

All charges made using the State Liability Travel Card must comply with PPM49, Grambling State University (GSU), and Office of State Travel policies. Improper use of the card may result in disciplinary action or denial of reimbursement.

Allowable Expenses

• Airfare
• Conference Registration
• Membership Fees (only when included with conference registration)
• Lodging & Hotel Internet
• Rental Car
• Tolls & Hotel Parking
• Prepaid Shuttle Services

Expenses Not Allowed

The following items are not eligible under University and State of Louisiana travel policies:

• Alcohol
• Personal expenses
• Gift cards
• Prescription medications
• Convenience fees (unless a written justification is provided and prior approval is granted by the Program Administrator)

Please ensure all expenses comply with PPM49 and University guidelines. Submitting unallowable items may result in delays or denial of reimbursement.

Prior Approval Letter(s)

Requests for vehicle upgrades or hotel expenses exceeding the GSA rate must receive formal prior approval. These requests must be submitted as official letters addressed to the President of the University and must clearly state the reason for the overage or upgrade.

Once completed, the letter must be emailed to the Program Administrator at walkere@gram.edu to be routed for Presidents approval and signature.

Failure to submit the letter properly will result in delays in processing your Travel Authorization (TA).

Sample Letterhead Requirement for Travel Justification

• The current justification template must be replaced with the sample Word document we have provided. This sample is intended to serve as a guide to help departments prepare proper justifications in line with State and University travel requirements.
• Departments are encouraged to use the sample format as a reference, but they may place the content on their own official letterhead.
• Please ensure that all future justification letters follow the structure and content outlined in the sample. This will help streamline approvals and maintain compliance with the Office of State Travel guidelines.
• Once completed, the letter must be emailed to the Program Administrator at walkere@gram.edu to be routed for President’s approval and signature.
  • Sample Vehicle Upgrade Prior Approval Letter
  • Sample Hotel Overage Prior Approval Letter

After-the-Fact Reimbursement Requests

If prior approval was not obtained before travel occurred, an after-the-fact reimbursement request must be submitted. This requires a formal letter addressed to the Commissioner of Administration, explaining the reason prior approval was not secured and requesting consideration for reimbursement.

The letter must include a detailed justification, proof of payment, and documentation showing the travel was necessary and in direct support of University business.

Once completed, the letter must be emailed to the Program Administrator at walkere@gram.eduto be routed for administrative review and submission to the Division of Administration.

Please note: After-the-fact approvals are not guaranteed and are subject to state review and final approval.

Sample Templates: (Click each sample to download)

• After-the-Fact Reimbursement Requests

Travel Training Requirement

All travelers who have not attended a GSU Travel Training session since April 2024 are required to complete Travel Training prior to submitting any new Travel Authorization (TA) or traveling on behalf of the University.

• Travelers who do not meet this requirement will not be permitted to travel until training is completed.
• Departments must ensure that their travelers are compliant before submitting TA requests.
• To schedule Travel Training, please contact the Travel Office at travel@gram.edu. 
• All employees who travel on behalf of Grambling State University are required to complete official travel training prior to any university-sponsored travel.
• It is the employee's responsibility to contact the Travel Office at travel@gram.edu in a timely manner to complete the necessary training and ensure eligibility for university travel.
• Employees who do not complete the required travel training will not be permitted to travel on behalf of the university.
• The Travel Office offers training sessions throughout the year. However, employees are expected to be proactive. Departments with time-sensitive travel needs, such as Athletics, must reach out to the Travel Office to schedule immediate training if necessary.

This requirement is in place to ensure full compliance with State and University travel policies and to address recent audit findings.

Other Important Information

• Travel Authorizations (TAs) must be submitted 30 days and fully approved prior to any travel to ensure compliance with state policy.
• Receipts are required for all expenses, except meals covered under per diem rates. Missing documentation may result in non-reimbursement.
• Cash advances must be requested in advance and are only available for group/student travel with proper justification and approval.
• CBA (Central Billing Account) airfare purchases must include a copy of the approved Travel Authorization and flight confirmation at the time of booking.
• Travel reimbursements must be submitted within 30 days of return to avoid delays or denial of payment.
• Non-state employees (e.g., students, guests) must have all applicable forms on file, including the Non-State Rider Acknowledgment Form when traveling in university vehicles.
• Receipt Submission Requirements
  All receipts must be submitted to the Travel Department at travel@gram.edu within three (3) business days of returning from travel. Failure to submit the required receipts within this timeframe may result in delays in reimbursement processing and may place the travel in non-compliance with university and state policies. Additionally, non-compliance may result in suspension of travel privileges on the University CBA Card.
• PPM49 Mobile Access

Travel Policy Training Resources

To ensure compliance with State and University travel regulations, Grambling State University has developed tailored training materials for all travelers and support staff.

Campus-Wide Travel Training PowerPoint

Provides an overview of PPM49 travel regulations, GSU-specific procedures, required documentation, allowable expenses, and steps for submitting a Travel Authorization (TA) and reimbursement request.

Download Campus Travel Training PowerPoint

Athletics Travel Training PowerPoint

Designed specifically for athletic departments, coaches, and team travel coordinators. This guide covers travel for student-athletes, charter services, group travel documentation, per diem rules, and compliance tips.

Download Athletics Travel Training PowerPoint

Contact Information

For questions regarding travel policies, procedures, or processing: Email: travel@gram.edu

Team Contacts:

Kimoni Perkins, Interim Travel Specialist – (318) 274-3850 – perkinsk@gram.edu 
Mary Bryant Lee, Interim Travel Specialist – (318) 274-6170 – bryantml@gram.edu 
Sharon Perkins (Athletics) – (318) 274-2325 – perkinss@gram.edu 
Erin Walker, Purchasing Director/Program Administrator – (318) 274-3280 – walkere@gram.edu 
Angela Harris, Assistant Controller – (318) 274-2752 – harrisal@gram.edu 
Accounts Payable – acctpayable@gram.edu 

After-Hours and Weekend Travel Assistance

For urgent travel-related matters that occur after business hours or on weekends, please contact the on-call travel support line at:

(318) 957-6740

Athletics (ONLY) contact Ms. Sharon Perkins at 318-274-2325

This line is monitored for emergencies involving official University travel, such as denied hotel check-ins, transportation issues, or urgent booking needs. Please be prepared to provide your name, G-number, travel destination, and details of the issue when calling.

Non-urgent inquiries should be directed to travel@gram.edu and will be addressed during the next business day.

Travel Expense

All University employees who incur travel-related expenses for official business must complete and submit a Travel Expense Report in accordance with the State of Louisiana Travel Regulations (PPM49) and University policy.

The Travel Expense Report is used to document actual expenditures related to authorized travel, including lodging, transportation, registration, and per diem allowances. Supporting documentation such as original receipts, conference agendas, and justification letters (if applicable) must be included to validate all charges.

• Travel Expense Form (Docusign)
• Travel Expense Report Form (Excel)

Submission Deadline

Expense reports must be submitted to the University Travel Office within three (7) business days of the traveler’s return.

Failure to comply may result in a suspension of future travel privileges.

Required Attachments:

• Approved Travel Authorization (TA)
• All original receipts for applicable expenses, including:
• Airfare
• Lodging and hotel parking
• Registration fees
• Ground transportation (e.g., Enterprise rental, Uber, Lyft, taxis, shuttles)
• Fuel (if not using state fuel card)
• Airport parking and tolls
• Baggage fees
• Conference-related meals (if not claiming per diem)
• Hotel overage justification (if exceeding GSA rate)
• Conference agenda or meeting schedule (if applicable)
• Completed and signed Travel Expense Report form

Routing & Approval

The completed report must be signed by the traveler and approved by their supervisor or department head. Final review will be conducted by the University Accounts Payable prior to reimbursement or expense reconciliation.

Contact Information:

For questions or assistance with completing the form, please contact:

• Accounts Payable acctpayable@gram.edu
• Angela Harris, Assistant Controller (318)-274- or harrisal@gram.edu

Travel Documents and Forms

• Corporate Travel Cardholder Enrollment Form
• Travel Card Approver Agreement Form
• Travel Cardholder Agreement Form
• Hotel Tax Exemption Form
• Travel Authorization Form(s)
  • Travel Authorization Form - Athletics (DocuSign)
  • Travel Authorization Form - General (DocuSign)
  • Travel Authorization Form - Title III (DocuSign)
• Payroll Deduction Form
• Travel Risk Acknowledgement Form
• Travel Office Adjustment Form
• GSU Car Rental Request Form (PDF)
• Meal Expense/Per Diem Form