Complimentary Admission, Lodging, and/or Transportation Policy

Purpose

This policy is intended to provide information regarding complimentary admission (registration), lodging, and/or transportation reporting requirements.

Policy

The Louisiana Code of Governmental Ethics requires clearance and approval in specified cases before public servants are allowed to accept complimentary admission (registration), lodging, or transportation. The law requires approval by the University, and the traveler is required to file a Complimentary Admission, Lodging, and/or Transportation Disclosure Statement with the Louisiana Board of Ethics within 60 days after acceptance of the complimentary travel. However, amounts reimbursed directly to the University instead of the individual traveler do not require disclosure by the Louisiana Code of Governmental Ethics.

To determine whether complimentary travel expenses are permissible and/or subject to clearance and approval, and to conform to state ethics law requirements, adhere to the following procedures:

1. Prior to acceptance of complimentary travel, the traveler will complete the University Travel Request Form and the Louisiana Board of Ethics Complimentary Admission, Lodging and/or Transportation Disclosure Statement (Disclosure Form 413). The most recent version of the disclosure statement is located at https://ethics.la.gov/Forms.aspx.
2. The traveler will attach supporting documentation to Disclosure Form 413 to substantiate the value of complimentary admission, lodging, and/or transportation being provided/reimbursed.
3. The traveler will submit the signed Travel Request Form, signed Disclosure Form 413, and supporting documentation to the immediate supervisor for approval.
   • On Disclosure Form 413, only physical signatures or e-signatures that verifies the identity of the user, such as Adobe Sign, are acceptable. Refer to the Louisiana Ethics Administration Program policy, Acceptance of Electronic Signature, for more information.
4. The supervisor will review, approve, and then forward the signed Travel Request Form, signed Disclosure Form 413, and supporting documentation to the appropriate vice president, who will seek a review from the University ethics liaison.
   • On Disclosure Form 413, only physical signatures or e-signatures that verifies the identity of the user, such as Adobe Sign, are acceptable. Refer to the sub-bullet under 3 above.
5. The ethics liaison will review and then forward the signed Travel Request Form, signed Disclosure Form 413, and supporting documentation to the Office of the President.
6. The Office of the President will provide a copy of the fully approved documents to the traveler and will forward the original University Travel Request Form to the travel accountant.
7. The Office of the President will submit Disclosure Form 413 to the Louisiana Board of Ethics promptly as required by law.

Communication

This policy is distributed via the University Policies webpage.