September 17, 2008

INTERNATIONAL TRAVEL POLICY
LSUHSC-School of Medicine New Orleans

The intent of School of Medicine in developing its International Travel Policy is to comply at all times with State, LSU, LSUHSC and LSUHSC Foundation policies and regulations; should there ever be ambiguity in the interpretation or differences in the School of Medicine policy from these other policies and regulations, the policies and regulations of the oversight agencies will prevail.

The International Travel Committee is charged with review of proposed international travel:

• for all members of the School of Medicine community, student, staff or faculty member
• for appropriateness of proposed travel regardless of the source of funding supporting the travel.

The principal criterion used in determining the appropriateness of travel is the academic and/or scientific merit of the travel; invitations to participate in international symposia or congresses or presentations of scientific papers/posters are commonly accepted reasons for proposing international travel, although many other worthy justifications can be provided.

An “International Travel Request Checklist” (attached) is used by the prospective traveler to assist in the preparations of the proposal packet.

Proposals are submitted monthly, due on the 15th or the next business day.  Proposals are distributed electronically and are reviewed within 5 business days. An average of a “C” grade for each proposal is needed for a favorable recommendation. Grades are summarized in monthly minutes which are forwarded to the Business Office in the School of Medicine.

The International Travel Committee has also developed a more streamlined “trial” process for submission and review for travelers who plan to go out of the country more than once or twice in a year. Such “frequent flyers” can provide a proposed travel itinerary for a six month semester, including all anticipated international travel to the committee for consideration; recommendations would then be made on the multiple trips in aggregate and multiple reviews would not be required, unless additional trips were added to the itinerary. Travel itineraries will be submitted for a six month semester (January – June) in memorandum form. Required elements in the proposed travel itinerary would include at a minimum:

• Proposed dates of travel and destination for each trip
• Reason/justification for travel for each trip
• Estimated cost for each trip
• Source of funds used to pay for each trip
• With the validation of medical necessity by a signed letter from the physician of record, business class travel reimbursement would be permitted from LSUHSC Foundation accounts, assuming that such reimbursement complies with LSUHSC Foundation policies.

Failure to comply with the intent of the “frequent flyer” program or to comply with LSUHSC and/or LSUHSC Foundation travel regulations and reimbursement guidelines will result in revocation of the privilege of participating in the parallel, streamlined review process.