Meals and Lodging
Meals and lodging allowances vary according to location. Please review PPM-49 for acceptable allowances.
Lodging Rates
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 and in PPM-49. 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.
General Lodging Information: Lodging rates for the 48 contiguous states are based on the GSA lodging rates for the applicable location. The GSA lodging rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates
Lodging Overage: Lodging overage, up to 50% of the published rate in PPM-49, can be used if the overage is approved by the traveler’s department. A notation in the “Memo” field and supporting documentation that the current lodging rates exceed PPM-49’s rate must be included in the approved Workday spend authorization.
Actual Conference Rate: A traveler can stay at an official conference hotel that is above the city’s allowed lodging rate published in PPM-49 if documentation is provided verifying the conference hotel rate (e.g., printout from the conference website stating the rate, brochure, etc.). A notation in the “Memo” field on the spend authorization in Workday must be made indicating that the traveler will stay at the conference hotel, along with verification of the conference hotel rate attached.
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.
Meal Rates
Meals and Incidentals While In Travel Status: Meal and incidental rates are based on the GSA meal rates for the 48 contiguous states. The GSA meal and incidental rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates.
Meal and Incidental Reimbursement for Single Day Travel - Meals are not eligible for reimbursement on single day travel. When an authorized traveler of the State is in travel status where no overnight stay is required, meals are not eligible for reimbursement. However, the department head is allowed to authorize single day meal reimbursements on a case-by-case basis or by types(s) of single day travel when it is determined to be in the best interest of the agency. In those cases, the agency must keep the approvals in the travel file and agencies are responsible for reporting the reimbursement as taxable wages to the traveler. Each department head or his/her designee is to determine whether the travel is best suited for single day or overnight.
a. If a department head or his/her designee determines that single day meals will be reimbursed, they must adhere to the following allowances: To receive meal reimbursements on single day travel, a traveler must be in travel status for more than 12 but less than 24 hours. Reimbursements for single day travel must not exceed 75 percent of the total M&IE rate for the applicable travel location meal rates. This rate is listed as the first and last day of travel on the M&IE rates page of the applicable location.