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To be reimbursed for conference travel:
Note: Expenses and reimbursements for both employees and students for any
conference hosted by the Louisiana Community and Technical College System
(LCTCS) or Delgado Community College must be made in accordance with the
College’s travel policy and procedures.
(1) Only travel-related expenses as defined by the Louisiana Travel Guide are
reimbursed.
(2) Within two weeks after trip completion, to request reimbursement submit a Travel
Expense Request in Chrome River, and upload scanned copies of receipts. Within
Chrome River, travelers must detail each expense, indicate the city visited, and
attach receipts corresponding to the appropriate Tier Allowance I, II, III, or IV for
that city (see Louisiana Travel Guide). All original receipts must be submitted to
Accounts Payable within two (2) weeks following travel.
(3) For meals, on the Travel Expense Request in Chrome River, provide times and
dates of arrival and departure and tier allowances for each meal (See State of
Louisiana Travel Guide.) If meals are included in a conference schedule,
including continental breakfast, and are part of the registration fee, the traveler
cannot request/receive reimbursement for such meals. Reimbursements for meals
will follow the State rates for each city.
(4) For mileage, indicate on the Travel Expense Request in Chrome River, the
starting/ending points and total miles travelled. (Note: In accordance with the
Louisiana Office of State Travel Regulations’ recommended work domicile
definition, travel under a 30-mile radius of an employee’s regular work domicile
(regular campus/site) is NOT reimbursable.)
(5) Within Chrome River, scans of receipts for other standard expenses, such as rental
fuel, taxi/shuttle, parking, tolls, additional baggage charges and tips, etc., must be
uploaded; describe these expenses in detail on the Travel Expense Request in
Chrome River. The following reimbursement requirements apply:
• Pre-paid fuel receipts are not reimbursable.
• Only original, detailed fuel receipts indicating number of gallons are
reimbursable.
• Only regular unleaded gasoline (or diesel if applicable) is reimbursable. If the
traveler uses anything other than regular unleaded gasoline unless the
vehicle requires diesel, or any other manufactory mandated grade, without
justification and prior approval, the traveler will not be reimbursed for the
difference between what was paid and the state average gasoline rate.
• A driver tip for taxis/shuttles may be given, not to exceed 20% of total
charge and must be included on receipt received from driver/company.
• If utilizing Uber or Lyft type services, only a standard size vehicle is
reimbursable with an itemized receipt. Uber XL and Lyft Xl are only
reimbursable with two or more passengers. Premium or larger vehicle
sizes are not reimbursable. Uber Black, Uber Black XL, and Uber Premier
are not reimbursable. Lyft Lux, Lyft Lux Black, and Lyft Lux Black XL are
not reimbursable.