Travel (C-49)
Original Implementation: October 31, 2000
Last Revision: July 17, 2012
Applicability
The Stephen F. Austin State University Travel Guidelines are located on the university’s travel website. Unless otherwise stated, they apply to employees and prospective employees traveling in a university capacity except members of the Board of Regents, the president, and intercollegiate athletics. All policies, rules, and regulations related to travel on behalf of, or in connection with, intercollegiate athletics are located in the current issue of the Intercollegiate Athletics Policy Manual.
The reimbursement limits stated in the SFA Travel Guidelines may be exceeded only if funds are available in, and the additional costs are charged to, a discretionary account controlled by the budget manager authorizing the additional expenditure. For this policy, discretionary funds shall be defined as specified accounts established for the sole purpose of discretionary use. Expenses paid above the allowable limits will be reported annually to the administration as excess travel expenditures.
Employees traveling under contracts and grants (federal, state, local, or private) shall be reimbursed for travel expenses and allowances on the same basis as other university employees, except in those instances where the terms of the contract or grant specify travel guidelines and reimbursement rates which differ from university reimbursement rates.
General Travel Regulations
Generally, the Texas Comptroller of Public Accounts (TCPA) is the authoritative source regarding travel. TCPA travel rules, Textravel, are located on the university’s travel website. In case of conflict between SFA Travel Guidelines and Textravel, SFA Travel Guidelines take precedence except where state of Texas law prevails. The university president, at his/her discretion, may establish lower travel reimbursement rates than those in Textravel. Travelers will be notified in advance of the effective date of any rate change. The university shall make every effort to ensure that travel expenses paid and/or reimbursed are reasonable and the most cost-effective considering all relevant circumstances.
A state employee is responsible for ensuring that his or her travel complies with applicable state law and SFA Travel Guidelines. Failure to comply may result in reimbursement delays and/or rejection of the employee’s claim for travel reimbursement. Fraudulent travel claims will be grounds for disciplinary action.
Cross Reference: Intercollegiate Athletics Policy Manual; Textravel (Texas Comptroller of Public Accounts travel rules); SFA Travel Guidelines
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Controller
Forms: None
Board Committee Assignment: Finance and Audit