La. Admin. Code tit. 4 § V-1502
A. For the purposes of this PPM, the following words have the meaning indicated.
Authorized Persons-
a. advisors, consultants, contractors and other persons who are called upon to contribute time and services to the state who are not otherwise required to be reimbursed through a contract for professional, personal, or consulting services;
b. members of boards, commissions, and advisory councils required by federal or state legislation or regulation. Travel allowance levels for all such members and any staff shall be those authorized for state employees unless specific allowances are legislatively provided;
c. the department head or his/her designee is allowed to deem persons as an authorized traveler for official state business only.
NOTE: College/University Students must be deemed authorized travelers to be reimbursed for state business purposes. A file must be kept containing all of these approvals.
Conference/Convention-an event (other than routine) for a specific purpose and/or objective. Non-routine event can be defined as a seminar, conference, convention, or training. Documentation required is a formal agenda, program, letter of invitation, or registration fee. Participation as an exhibiting vendor in an exhibit /trade show also qualifies as a conference. For a hotel to qualify for conference rate lodging it requires that the hotel is hosting or is in "conjunction with hosting" the meeting. In the event the designated conference hotel(s) have no room available, a department head may approve to pay actual hotel cost not to exceed the conference lodging rates for other hotels located near the conference hotel.
Controlled Billed Account (CBA)-credit account issued in an agency's name (no plastic card issued). These accounts are direct liabilities of the state and are paid by each agency. CBA accounts are controlled through an authorized approver(s) to provide a means to purchase airfare, registration, lodging, rental vehicles, pre-paid shuttle service and any other allowable charges outlined in the current state of Louisiana State Liability Travel and CBA Policy. Each department head determines the extent of the account's use.
Corporate Travel Card-credit cards issued in a state of Louisiana employee's name to be used for specific, higher cost official business travel expenses. Corporate travel cards are state liability cards, paid by each agency.
Emergency Travel-each department shall establish internal procedures for authorizing travel in emergency situations. Approval may be obtained after the fact from the Commissioner of Administration with appropriate documentation, under extraordinary circumstances when PPM 49 regulations cannot be followed but where the best interests of the state requires that travel be undertaken.
Executive Traveler-the governor of the state of Louisiana. He/she should sign as the traveler but have his/her chief of staff and director of budget sign for travel authorization and travel expenses.
Extended Stays-any assignment made for a period of 31 or more consecutive days at a place other than the official domicile.
Higher Education Entities-entities listed under Schedule 19, Higher Education of the General Appropriations Bill.
Higher Education Entity Head-president of a university.
In-State Travel-all travel within the borders of Louisiana or travel through adjacent states between points within Louisiana when such is the most efficient route.
International Travel-all travel to destinations outside the 50 United States, District of Columbia, Puerto Rico, the US Virgin Islands, American Samoa, Guam and Saipan.
Lowest Logical Airfare-in general, these types of airfares are non-refundable, penalty tickets. Penalties could include restrictions such as advanced purchase requirements, weekend stays, etc. Prices will increase as seats are sold. When schedule changes are required for lowest logical tickets, penalty fees are added.
Official Domicile-every state officer, employee, and authorized person, except those on temporary assignment, shall be assigned an official domicile:
a. except where fixed by law, official domicile of an officer or employee assigned to an office shall be, at a minimum, the city limits in which the office is located. The department head or his designee should determine the extent of any surrounding area to be included, such as parish or region. As a guideline, a radius of at least 30 miles is recommended. The official domicile of an authorized person shall be the city in which the person resides, except when the department head has designated another location (such as the person's workplace);
b. a traveler whose residence is other than the official domicile of his/her office shall not receive travel and subsistence while at his/her official domicile nor shall he/she receive reimbursement for travel to and from his/her residence;
c. the official domicile of a person located in the field shall be the city or town nearest to the area where the majority of work is performed, or such city, town, or area as may be designated by the department head, provided that in all cases such designation must be in the best interest of the agency and not for the convenience of the person;
d. the department head or his/her designee may authorize approval for an employee lodging expenses to be placed on agency CBA or state LaCarte/or travel card within an employees domicile with proper justification as to why this is necessary and in the best interest of the state.
Out-of-State Travel-travel to any of the other 49 states plus District of Columbia, Puerto Rico, the US Virgin Islands, American Samoa, Guam, and Saipan.
Passport-a document identifying an individual as a citizen of a specific country and attesting to his or her identity and ability to travel freely.
Per Diem-a flat rate paid in lieu of travel reimbursements for people on extended stays only.
Receipts/Document Requirements-supporting documentation, including original receipts, must be retained according to record retention laws. It shall be at the discretion of each agency to determine where the receipts/documents will be maintained.
Routine Travel-travel required in the course of performing his/her job duties. This does not include non-routine meetings, conferences and out-of-state travel.
State Employee-employee below the level of state officer.
State Officer-
a. state elected officials;
b. department head as defined by Title 36 of the Louisiana Revised Statutes, and the equivalent positions in higher education and the office of elected officials.
Suburb-an immediate or adjacent location (overflow of the city) to the higher cost areas which would be within approximately 30 miles of the highest cost area.
Temporary Assignment-any assignment made for a period of less than 31 consecutive days at a place other than the official domicile.
Travel Period-a period of time between the time of departure and the time of return.
Travel Routes-the most direct traveled route must be used by official state travelers.
Travel Scholarships-if any type of scholarship for travel is offered/received by a state employee, it is the agency/employees responsibility to receive/comply with all ethic laws/requirements (see R.S. 42:1123).
Traveler-a state officer, state employee, or authorized person performing authorized travel.
Visa-a document or, more frequently, a stamp in a passport authorizing the bearer to visit a country for specific purposes and for a specific length of time.
La. Admin. Code tit. 4, § V-1502