Information for Faculty & Staff Members

Pre-Travel

• All travel exceeding 99 miles round trip must be pre-approved by your supervisor and requires a Travel Authorization Form. 
• Submit a signed (by you, your supervisor and either the VC Finance or Chancellor) Prior Travel Authorization Form to the Travel Office.  A completed and signed prior authorization form must be received by the Travel Office before the Travel Office can finalize arrangements.
• Complete your Conference/Meeting Registration if applicable (not all travel will require a registration).
• Book a Hotel. Allowances for hotels can be found here. 
• Fill out a Hotel Tax Exemption form and have it approved/signed .
• If a state vehicle is not available, book a Rental Vehicle. Instructions can be found in the Travel Checklist and Procedures linked above.  Contact the Travel Office for account information needed to complete your reservation. If you are eligible to upgrade your vehicle rental or should you choose to utilize a personal vehicle, you will need to complete the Personal Vehicle/Upgrade Request Form.
• If NLTCC Students/non-NLTCC employees will be traveling with you, each will need to complete a Hold Harmless Agreement.
• Forward rental car confirmation to Travel Office.
• All state travelers who will be traveling via a flight are required to purchase commercial airline tickets through the state contracted travel agency, Christopherson Travel Agency; this is handled through their AirPortal system. If this is your first time using the AirPortal system, you will need to create an account to access.
• Meal reimbursement allowances may be found here. Complementary meals provided by your hotel or those provided during a meeting/conference will not be reimbursed.
• Print all documents you may need to take with you.

During Travel

• Keep all your receipts. (Meal receipts are not required.)
• Record Mileage.
• Record any other expenses (tips. tolls, parking, etc.) incurred.

Upon Return

• Within 3 Business days, complete the Travel Reimbursement Form. Both the Summary and Detail tabs MUST be completed.
• If you were pre-approved to take your own vehicle by the Chancellor, you will need to supply the beginning and ending mileage for your vehicle and include a google map print out showing beginning address and travel destination with your travel reimbursement.
• Submit the completed travel reimbursement form and receipts to your supervisor.
• Once your supervisor signs your travel reimbursement form, all information should be forwarded to the Travel Office for processing.

Facility Requests

The purpose of the work order is to initiate a task, clarify what is to be done, specify completion dates, and give special instructions as needed to the NLTCC Department of Facilities. Work orders can be generated through a service request form (work request form) that is submitted to your campus's Facility Coordinator.  

When is a work order required?

• To request a non-critical maintenance task that does not pose an immediate risk to facilities, systems, equipment, or components. Some examples are removing old equipment, setting up new equipment, painting, or changing light bulbs.
• To request preventative maintenance on a piece of equipment to keep existing equipment in good working condition, prevent equipment downtime, increase the life expectancy of assets, decrease the number of major repairs, and control expenses.
• To request a set of inspection points requiring maintenance in preparation or response to an inspection or visit.
• To request urgent/emergent/immediate repair of equipment or a facility failure.
• To request corrective maintenance generated as a result of a regular inspection, preventive maintenance, emergency, etc., which identifies the failure in a reasonable time for corrective maintenance to be planned and scheduled. 
• To request assistance from the Facilities Department or to notify your campus's Facility Coordinator of an issue.

Minden

Ms. Melissa Gilcrease, Minden Facility Coordinator 

Minden Work Order

Shreveport

Mr. Robert Brents, Shreveport Facility Coordinator 

Shreveport Work Order

Mansfield

Mr. Michael P. Allen, Assistant Director of Facilities

Mansfield Work Order