Travel Frequently Asked Questions

You’ll need an approved Travel Authorization (TA) before making any arrangements. Once it’s approved, you may proceed with making any needed travel arrangements for the approved event. For lodging, registration, or airfare, coordinate with your agency’s CBA account holder for payment. (Tip: Bring your personal credit card for incidentals at hotel check-in.)

Your immediate supervisor and the delegated travel authority must approve your TA.

Check with your supervisor for your agency’s designated CBA account holder.

• Bring a hotel tax-exempt form (copy provided by CBA cardholder) to present at check-in.
• Confirm all reservations (airfare, registration, hotel, rental vehicle if applicable).
• Verify you have travel privileges in LEO so you can submit your Travel Expense (TE) upon return.

In order to obtain travel privileges in LEO to obtain the Travel tab, your supervisor will need to request your access by emailing [email protected]  with your name, P-number, cost coding, and effective hire date.

• Present the hotel tax-exempt form at check-in.
• Review your itemized hotel receipt for accuracy before checkout.
• Keep itemized receipts for all expenses.

• Gather all receipts, your approved TA, the final agenda, and any other supporting documentation.
• Submit your TE Report in LEO within 30 days of your return to ensure timely reimbursement.

Log into LEO and click the “My Travel” tab. (Note: You will need to have travel privileges to access this feature.)

• Reimbursable expenses include:
• Ground transportation
• Parking and tolls
• Baggage fees
• Internet charges
• Meals (per PPM49)
• Fuel for rental cars
• Rideshare tips (up to 20% of trip total)
• Mileage up to 99 miles (unless prior approval is granted to exceed)

Yes. Please submit all itemized receipts for all expenses, except meals. (Itemized means it shows each detail charge, not just a total).

You are reimbursed at 75% of the total M&IE rate. Check GSA per diem rates for current meal and lodging rates.

If your route changes for business reasons, simply note the reason in the “Comments” section of your TE Report so it’s clear to approvers.

Provide odometer readings or a mileage calculation (e.g., Google Maps, MapQuest).

Not usually. Exceptions may be granted with prior approval from your delegated authority.

Your domicile is typically the parish where most of your work is performed, usually where your office is located.

Travel that’s a recurring part of your job duties (daily, weekly, monthly, or quarterly).

Examples: Site inspections, field visits, quarterly meetings/trainings, administrative errands, frequent in-state travel.

Travel outside your normal job duties such as conferences, workshops, summits, or out-of-state travel.

Examples: Annual or semi-annual trainings, conferences, workshops, summits, out-of-state meetings.

In an emergency, start with your direct supervisor. You can also contact your agency’s CBA account holder if you need urgent travel-related assistance.