Group Travel Guidelines

All travelers, including student groups, must have an approved Workday Spend Authorization prior to traveling. The chaperone of the group may complete one Spend Authorization and attach a list of students traveling to the Spend Authorization; however, if a traveler is a UNO employee, they must complete their own Spend Authorization. All travel must be within the cost limits defined in Louisiana Travel Guide (PPM 49).

The Office of State Travel requires airfare, lodging, vehicle rental, and conference registration fees to be purchased with the state travel card or CBA.  In order for a cardholder to use their card for group travel, prior approval is required.  Please contact the Office of Accounts Payable to request approval.

If a chaperone has a travel card, meals can be purchased for the group if approval is granted prior to travel.  The card's profile must be updated for the duration of the trip for the meals to be allowed, and itemized receipts must be maintained.  Please contact the Office of Accounts Payable to receive approval for group meal purchases.  If a chaperone does not have a travel card, a travel advance can be issued. Please see the travel advance link for details.   

Bus transportation must be processed through a Purchase Order. Please note that Workday encumbers Spend Authorizations and Purchase Orders. If a bus will be used, do not included the line item on the Spend Authorization as Workday will encumber the funds twice, on the Purchase Order and Spend Authorization. Contact the Purchasing Department for bus transportation questions.

Departments or Colleges are not authorized to sign the contracts on behalf of the University. Please contact the Purchasing Department for contract questions if a supplier requires a contract to be signed.