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Travel Authorizations

When planning for a business-related travel, employees are required to compare each mode of transportation and select the most economical mode. If the most economical mode is not chosen, travel will only be reimbursed at the most economical rate. If the most economical mode is unavailable, the employee is to provide supporting documentation justifying the request for the reimbursement of travel at a less economical rate.

Airline Travel

A number of travel agents are on state contract that may be used for travel arrangements. All official state travel arrangements which will be reimbursed by the State of Mississippi may be made through a contract travel agency when such arrangements involve public carrier transportation (i.e. air travel). Contact the Procurement Office at 846-4045 for travel agent information.

For all flights which are not booked through one of the contract travel agencies, a cost comparison showing a minimum of two (2) fares is to be submitted. This cost comparison must show the fare and any issuance cost and must show a savings, and shall be submitted along with the employee’s Travel Authorization and Reimbursement Form. Neither of these quotes should be through a travel agency if they will not be used.

Personal Vehicle Travel

Effective January 1, 2017 – $0.535 per mile

Reimbursement will be made at the lesser of the private vehicle rate and the rental vehicle rate as determined by the travel matrix for 1 or 2 day trips. Refer to the Travel Decision Matrix – the link is listed below.

Reimbursement may be determined by miles traveled or gas. Itemized gas receipts must be submitted for reimbursement. Miles may be calculated using an online service (i.e. Mapquest).

Rental Car Travel

Corporate Discount number (CD#) XZ55804

Enterprise Car Rental – (662) 843-9649 Local  /   1-800-261-7331 Toll Free

The rental car contracts include unlimited mileage and free collision insurance. The option to purchase insurance should always be declined and will not be reimbursed. All rentals require both a corporate discount number and billing number to ensure direct billing or a personal credit card. The local Enterprise office will request the approved encumbrance number (E#) for the official travel. Contact the Procurement Office at 846-4045 for billing number information.

Trips Cancelled

When a travel authorization is approved and encumbered, your available budget is reduced by the amount indicated.

If you have a trip that has been cancelled, please forward the travel request to Kent Wyatt Hall 221 with request to cancel the encumbrance.

Completed Travel and Reimbursement

Request for reimbursement must be made within the first week after return from the authorized trip. If attending a convention, seminar, conference, etc., a copy of the agenda or schedule is submitted.

Meal reimbursements – There is a maximum daily rate for meal reimbursement for employees of the State of Mississippi and local government while on official travel. The meal rate floats with the Federal Register.

The Federal Register may be viewed online. Visit the State Travel website at

2017-2018 Rates

If you have any questions concerning the completion of a travel authorization form, please contact our department at 846-4045. Below is a link to download a travel authorization form.

Travel Decision Matrix-November-2017

DSU Travel Authorization Form

                         This page is maintained by Beverly Lindsey.