Meals and Lodging
Meals and lodging allowances vary according to location. Please review PPM-49 for acceptable allowances.
The State Liability Travel Card or CBA must be used as the form of payment for lodging expenditures. Please contact Accounts Payable for questions regarding payment options.
The State's approved maximum daily lodging rates vary by location and can be found by reviewing the UNO Travel Pocket Guide. The rates are pre-taxed, and UNO can only pay for the daily room rate and applicable taxes. Please note UNO is state sales tax exempt at all Louisiana hotels. The traveler is required to submit a tax exempt form at check-in to remove state tax.
Lodging Overage: The daily rate can increase up to 50% above the state’s rate if Lodging Overage is approved on the traveler’s authorization form in the Special Request section, #3. Justification is required, and should only be used if necessary.
Actual Conference Rate: A traveler can stay at a conference group hotel if the group rate is higher than the allowed state rate. Verification of the group rate is needed, and must be approved on the traveler’s authorization form in the Special Request section, #4.
Hotel Cancellations: Travelers will be responsible for adhering to the hotel's cancellation policy that is set by the hotel. If a traveler does not cancel a hotel stay within the allocated time frame that is set by the hotel, the traveler will be responsible for the amount charged.
Incidentals: Parking is allowed on a hotel invoice if a personal or rental vehicle is used during travel. Room service and other incidentals are not allowed. Resort fees are not allowed, unless a traveler is staying at a conference group hotel, that charges the fee.
For travel meal reimbursements, receipts are not required. A per diem rate can be claimed, but confirmation of travel times must be verified (ex: flight itinerary, vehicle rental receipt, etc.). The per diem rates vary by location and are established by the Office of State Travel. Tier Rates can be found in the UNO Travel Pocket Guide.
Overnight Travel (min of 12 hours in travel status): Travelers may be reimbursed for meals according to the following schedule.
Breakfast: When travel begins at/or before 6 a.m. on the first day of travel or extends at/or beyond 9 a.m. on the last day of travel, and for any intervening days.
Lunch: When travel begins at/or before 10 a.m. on the first day of travel or extends at/or beyond 2 p.m. on the last day of travel, and for any intervening days.
Dinner: When travel begins at/or before 4 p.m. on the first day of travel or extends at/or beyond 8 p.m. on the last day of travel, and for any intervening days
Single Day Meals
To receive a meal reimbursement for single day travel, an employee must be in travel status for a minimum of 12 hours. The maximum allowance for meal reimbursements for single day travel is $42.00. The President Office’s approval is required for single day meal reimbursements. The reimbursement of special day meals will be considered taxable income and reported to Payroll for deductions.
Breakfast & Lunch: ($22.00) the 12 hours travel duration must begin at or before 6:00 a.m.
Lunch: ($13.00) Requires 12 hours duration in travel status.
Lunch & Dinner: ($42.00) The 12 hr travel duration must end at or after 8:00 p.m.