Travel (C-49)
Original Implementation: October 31, 2000
Last Revision: October 20, 2005
Applicability
Unless otherwise stated, this policy applies to employees and prospective employees traveling in a University capacity except members of the Board of Regents and the President, who are exempt, and intercollegiate athletics. All policies, rules, and regulations related to travel on behalf of, or in connection with, intercollegiate athletics are included in the current issue of the Intercollegiate Athletics Policy Manual.
The travel regulations contained in this policy apply to all University funds. The reimbursement limits established by this policy 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.
General Travel Regulations
Generally, the State of Texas Travel Allowance Guide is the authoritative document regarding travel rules and regulations. The Guide is located in the Controller's Office and at Travel Website. In case of conflict between the Guide and this policy, this policy takes precedence.
Employees, and others traveling on behalf of the University, are reimbursed for actual lodging expenses and on a per diem basis for meals, subject to the provisions of this policy. In the case of employees traveling together, each must pay and claim reimbursement for his own expenses (except taxi or limousine expenses - see Incidental Expenses section of this policy).
Tips and gratuities are not reimbursable.
The applicable account manager may limit or prohibit reimbursement of any travel expenditure provided the traveler is notified in advance.
Travel Request
Except as stated in the Applicability section of this policy, anyone traveling on University business must obtain permission in advance of the trip. A Travel Request form (available from University Printing Services and at Travel Website) must be submitted and approved at all applicable levels, as indicated on the form, whether or not expenses will be incurred. All expenses of the trip are to be reflected on the Travel Request, regardless of whether they are to be prepaid.
The Controller's Office uses the Travel Request to encumber funds against the appropriate account(s). The Travel Request will be approved by the Controller's Office only when account balances are sufficient to cover the total estimated cost of the trip. The Travel Request should be received by the Controller's Office at least five (5) working days prior to departure.
Travel to Washington, DC
An employee traveling to Washington, DC to confer on legislative or appropriations issues shall inform the Texas Office of State-Federal Relations about the timing and purpose of the trip, and provide the office with the name of a person who may be contacted for additional information about the trip. A completed form, Report of State Agency Travel to Washington, DC (available at Travel Website), will meet this requirement when submitted prior to the trip.
Foreign Travel
Official University business travel to any foreign country other than Canada or Mexico requires advance written approval from the Chair of the Board of Regents. The traveler must submit a Travel Request through the appropriate administrative channels to the President, who will forward the request to the Board Chair. To be considered for approval, foreign travel must be directly related to the University's mission and must require a duty that cannot be performed without the travel.
A completed Travel Request form (available from University Printing Services and at Travel Website) must be routed through the appropriate administrative channels in sufficient time to be approved by the Board Chair prior to the date of departure.
Charge Card for Travel Expenses
An individual corporate charge card is available for eligible employees. To be eligible to apply, the employee must take, or expect to take, three (3) or more business trips per fiscal year, or expend at least $500 per fiscal year for official State business. An employee is not required to apply for or accept a State-issued charge card.
The State-issued individual corporate charge card is to be used for business-related charges only while traveling on official State business. Use of the card for personal business is considered a violation of State policy and the employee may be subject to disciplinary action. The individual whose name appears on the card is solely responsible for payment of the account. If the card is suspended or cancelled for misuse or nonpayment, the employee will be ineligible for travel advances from the University.
If the application is approved by the credit card company, the employee agrees to be bound by the cardmember agreement which will be sent with each card. Additionally, the employee agrees to be bound by the State policies governing the use of the card. Applications and further information concerning this program are available in the Controller's Office or at Travel Website. The employee, the employee's supervisor, and the travel manager in the Controller's Office must sign the application.
Advance Travel Funds
Advance travel funds are available for employees who wish to obtain money in advance of the trip and who are ineligible to apply for the individual corporate charge card. Employees eligible to apply for the corporate credit card are not eligible for advances; however, any employee may request advance travel funds when taking student groups. Eligibility to apply for the State-issued corporate card is defined as taking three or more business trips per fiscal year or expending at least $500.00 per fiscal year for official State business. Advance travel funds may be requested on the Travel Request form (available from University Printing Services and at Travel Website). The minimum amount of advance funds that can be obtained is $100.
To receive advance travel funds, the Travel Request should be received by the Controller's Office at least five (5) working days prior to departure. Generally, the requested funds will be available at the University Business Office at least one working day prior to departure. Advance travel funds will be issued by a check made payable to the individual requesting the funds. As a condition of receiving advance travel funds, the employee agrees to refund any excess (amount advanced less documented eligible expenditures on the Travel Voucher) within 30 days from the ending date of the trip. An employee receiving advance travel funds will be ineligible for future travel advances until the outstanding Travel Voucher is submitted. An employee who receives an advance and does not travel must immediately return the advance funds. Abuse of the travel advance privilege will result in ineligibility for future advances and the employee may be subject to disciplinary action.
An advance travel check will only be issued prior to the trip. No advancement is authorized if the trip has already commenced. The traveler should submit a Travel Voucher for reimbursement subsequent to the trip.
Travel Voucher (Travel Expense Documentation and Reimbursement)
In order to receive reimbursement, travel expenditures must be documented on a Travel Voucher (available from University Printing Services and at Travel Website) and signed by the traveler and the account manager. The Travel Voucher must reflect the total reimbursable expenses paid by the employee, regardless of whether advance travel funds were received. Expenses paid by the University should not be on the Travel Voucher. Original receipts are required for most travel expenses (see applicable section of this policy for specific details), except meals. In the case of meal expenses for group travel, the sponsor/advisor must provide documentation of how the funds were expended. The sponsor/advisor should contact the travel manager in the Controller's Office in advance of the trip for instructions. See Student and Other Group Travel, below.
The Travel Voucher should be submitted, with original receipts attached, to the Controller's Office within 30 days from the ending date of the trip. No reimbursements will be made and all encumbrances will be cancelled 30 days after the end of the fiscal year.
The State of Texas Travel Allowance Guide can be useful in the completion of Travel Vouchers. It provides comprehensive information on travel procedures and the proper classification of travel related expenditures. A current copy of the Guide is available in the Controller's Office or at Travel Website.
Foreign Currency Conversion
All amounts listed on the Travel Voucher must be converted to U.S. dollars using the rate applicable on the date of the expenditure. A foreign currency conversion table is available at Travel Website. Documentation of the conversion calculation must be attached to the Travel Voucher.
Reimbursement Rates - Lodging
Reimbursement may not exceed the amount of lodging expenses actually incurred at a commercial lodging establishment, subject to maximum allowances stated below. The original itemized lodging receipt, attached to the Travel Voucher, is required.
The State Travel Management Program of the General Services Commission has contracted with several commercial lodging establishments for special rates. The contracted vendors and rates are listed in the Texas State Travel Directory, which is distributed to each department. Employees are encouraged to utilize the contracted vendors when possible.
Travel Tip: The governmental rate for lodging is usually less than the convention rate. Employees should check the governmental rate first. Since there is often a limited number of rooms available at the governmental rate, employees should make hotel reservations far in advance of the travel dates.
In-State
Travelers may be reimbursed for the actual cost of lodging, not to exceed the rate designated in the State of Texas Travel Allowance Guide. Additionally, they may be reimbursed for local taxes on the allowable lodging cost. State tax on in-state lodging will not be reimbursed to State employees. Instead, State employees must submit a completed Texas Hotel Occupancy Tax Exemption Certificate (available from University Printing Services and at Travel Website) to commercial lodging establishments at check-in. Employees should also be prepared to show proof of State employment.
Out-of-State
The Texas State Comptroller provides the maximum reimbursement rates for out-of-state lodging. A list of the rates, which is updated from time to time, is available at Travel Website. Within the continental United States, lodging reimbursement is limited to the locality-based allowance as stated on the list. For cities and counties not included on the list, the allowance is the median rate established for lodging in that state. Applicable taxes on the allowable lodging costs may also be reimbursed. Travelers to Alaska, Hawaii, or a foreign country may be reimbursed for actual, reasonable costs.
If the actual cost of lodging exceeds a locality's lodging allowance, an employee may reduce the maximum meal reimbursement rate for that locality and use the reduction to increase the lodging reimbursement rate for that locality. No such adjustment can be made to increase the maximum meal reimbursement rate.
Shared Lodging
When two or more employees share lodging, each employee must pay and claim his prorated share of the cost. The University will reimburse each employee his share of the lodging expense, not to exceed the applicable maximum lodging reimbursement rate. A list of names of those sharing the same room should be attached to each Travel Voucher.
If only one of the individuals sharing lodging is an employee, then the amount that the employee may be reimbursed for lodging expenses is the lesser of the single occupancy room rate or the maximum lodging reimbursement rate.
Reimbursement Rates - Meals
This section of the Travel policy is inapplicable to Road Bus Drivers. Normally, Road Bus Drivers are not reimbursed for meals. Any reimbursement of meal expenditures for Road Bus Drivers is subject to the discretion and approval of the Director of the Physical Plant.
Meal expenses are reimbursed on a per diem basis, as follows:
IN-STATE |
IN- & OUT-OF-STATE |
OUT-OF-STATE** |
|
With Overnight Stay |
Without Overnight Stay* |
With Overnight Stay |
|
Breakfast |
$6.50 |
$6.50 |
17% of locality-based allowance |
Lunch |
$11.50 |
$11.50 |
33% of locality-based allowance |
Dinner |
$18.00 |
$18.00 |
50% of locality-based allowance |
TOTAL |
$36.00 |
$36.00 |
* Reimbursement without overnight stay is allowed if official travel requires the employee to be at least 50 miles from his designated worksite for at least six (6) consecutive hours during the calendar day. Internal Revenue Service rules (Publication 463) state "you cannot deduct the cost of meals if it is not necessary for you to stop for sleep or rest to properly perform your duties." Therefore, all reimbursement for meals without overnight stay is taxable to the employee. The reimbursement will be paid monthly in the employee's regular payroll check, and taxes will be withheld.
** Within the continental United States, meal reimbursement is limited to the locality-based allowance (list available at Travel Website ) provided by the Texas State Comptroller. For cities and counties not included on the list, the allowance is the median rate established in that state for meals. Travelers to Alaska, Hawaii, or a foreign country may be reimbursed for actual, reasonable costs.
Meals are reimbursable for travel during the following time periods:
Breakfast Travel includes 6:00 a.m. - 8:00 a.m.
Lunch Travel includes 11:30 a.m. - 1:30 p.m.
Dinner Travel includes 6:00 p.m. - 8:00 p.m.
The traveler must be away from his designated worksite on official business the entire time period to be eligible for per diem for that meal.
The daily reimbursement rate for meals is established by the State legislature and is subject to change. When such change occurs, the University will adopt the new rate on the effective date.
Additional guidelines for meal reimbursement:
Some registration fees include meals. In this case, the registration fee is fully reimbursable but the employee must not claim per diem for the included meal, according to the applicable rates above.
Meals purchased for the traveler by another person or entity are not reimbursable. In this instance, the employee must not claim per diem for that meal, according to the applicable rates above.
In the case of employees traveling together, each must pay and claim his own expenses.
Receipts are not required except for meal expenses for group travel. In this case, the sponsor/advisor must provide documentation of how the funds were expended. The sponsor/advisor should contact the travel manager in the Controller's Office in advance of the trip for instructions.
Travel To/From the Duty Point; Travel Before/After Conducting Official Business
Subject to the other provisions of this policy, meals and lodging expenses may be reimbursed for travel expenses to/from the duty point and prior to/after conducting official business. This is only as necessary, and generally limited to no more than one day before/after the business event, unless it is financially beneficial to the University (e.g., when discounted airfare requires Saturday night stay and the additional expenses incurred (hotel/meals/transportation) would not exceed the airfare savings). In these instances, the total net savings must be documented and attached to the Travel Voucher.
Reimbursement Rates - Mileage
The number of reimbursable miles traveled by an employee may not exceed the number of miles of the most cost-effective route. The shortest route between points, including the use of all farm-to-market roads, is presumed to be the most cost-effective route. The Texas Comptroller of Public Accounts Mileage Guide (available at Travel Website) calculates the mileage between two locations. When both locations are in the Mileage Guide database, the employee may be reimbursed for either the number of miles (1) calculated by the Mileage Guide or (2) calculated by the employee's odometer. When one or both locations are not in the Mileage Guide database, the number of reimbursable miles is calculated by the employee's odometer. Mileage determined by use of the employee's odometer must be itemized on a point-to-point basis on the Travel Voucher. Any vicinity mileage at the destination location must also be itemized separately on a point-to-point basis. For the purposes of this paragraph, "point" means a building, house, highway intersection, or other similarly localized spot.
The reimbursement rate for use of an employee's personal vehicle is established by the Board of Regents and the State legislature. That rate is the maximum amount allowed in the State of Texas Travel Allowance Guide (available in the Controller's Office or at Travel Website) or as updated by the Texas State Comptroller.
Four-Per-Car-Rule
Coordination of travel must occur when two, three, or four employees travel on the same dates with the same itinerary to conduct the same official State business. When coordination of travel is required, only one employee may be reimbursed for mileage.
Reimbursement Rates - When Representing the University President
If the President is unable to attend a meeting or conference, the President may designate, on an individual trip basis, one employee as a representative to travel. Under this provision, the employee is reimbursed for actual expenses, not to exceed twice the maximum allowance rates for lodging and meals specified by this policy. The Travel Voucher must be accompanied by the original designating document from the President. Receipts are required as specified in this policy, and the employee may only claim his own expenses.
Registration Fees
The registration fee for attendance at a professional meeting is reimbursable if the fee was approved on the Travel Request. The fee must be shown as a miscellaneous expense on the Travel Voucher, with the original receipt attached.
Attendance at in-town conferences does not require a Travel Request. Employees may be reimbursed for in-town registration fees by submitting a completed Travel Voucher, as they would for any other travel reimbursement. The description should indicate that the conference was in Nacogdoches.
Some registration fees include meals. In this case, the registration fee is fully reimbursable but no additional amount can be claimed for the included meals.
Prepayment of Registration Fees by University
When requested, the University will prepay the registration fee for official business conferences and seminars. If the meeting is held out-of-town, the employee must first obtain approval to travel by submitting a Travel Request showing the registration fee as an estimated cost of the trip. Additionally, a completed Purchase Voucher (available from University Printing Services and at Travel Website) and registration form must be submitted to the Controller's Office well in advance of the payment due date.
The state-issued Procurement Card may also be used to prepay registration fees.
Airline Ticket Purchases
Any airline ticket expense, whether to be prepaid or reimbursed, must be listed on the approved Travel Request.
The State Travel Management Program of the General Services Commission has contracted with several airlines to provide special airfare rates for certain flights. A listing of the flights and rates is available at Travel Website.
Employees are encouraged to make flight reservations at discounted fares. Often this requires that the ticket be purchased well in advance of the travel date. Upon approval of the Travel Request, employees may make the airfare purchase personally or have it charged to the University, using the following procedures:
An employee who personally pays for his airline ticket may request reimbursement in advance of the trip by completing the Travel Voucher and attaching the receipt which shows passenger name, date of travel, date of purchase, price and destination. An employee wishing to charge an airline ticket directly to the University must submit an Airfare Billing Form (available from University Printing Services) to the Controller's Office. After approval, the employee must present the signed form to a local participating travel agency (list available at Travel Website). The travel agency will book the flight and charge the expense to the University rather than to the employee.
The University cannot reimburse an employee for the cost of air transportation by a non-commercial transportation company.
Use of Non-University Owned Vehicle While on Official Business
An employee operating a personal vehicle must carry insurance as required by State law. An employee operating any non-University owned vehicle, including his own personal vehicle or a personally rented vehicle, does so at his own risk. The University accepts no responsibility for vehicle or other damage, personal injury, claims filing, vehicle repair, maintenance, insurance costs, towing or citations.
Motor Vehicle Rentals
If approved on the Travel Request, most expenses of renting a motor vehicle are reimbursable. The daily rate, applicable taxes, and other mandatory charges are reimbursable. An additional driver charge is reimbursable if it is incurred for an official State business reason. Also, collision damage waiver and loss damage waiver expenses are reimbursable if they are not already included in the contracted rate (see next paragraph). The following expenses are not reimbursable: liability insurance supplement; personal accident insurance; safe trip insurance; personal effects insurance.
The State Travel Management Program of the General Services Commission has contracted with several vehicle rental agencies to provide special rental rates. Most rates include unlimited free mileage, free loss damage waiver, and free primary liability coverage. University employees traveling on official State business are encouraged to use these contracted rates when possible. A listing of the agencies and rates is available at Travel Website.
A detailed receipt from the motor vehicle rental company, attached to the Travel Voucher, is required for reimbursement of motor vehicle rental expenses.
Incidental Expenses
Expenses for ground transportation such as taxi, limousine, subway, bus and other modes of mass transit are reimbursable, subject to the provisions of this section. All expenses must be listed on the approved Travel Request and Travel Voucher. Limousine expenses are reimbursable if it was the least costly transportation available considering all relevant circumstances. If two or more State employees share a taxi or limousine, it is allowable for one employee to pay and be reimbursed for that full expense. Other official business expenses (e.g., parking, telephone calls, and copy services) are also reimbursable.
Receipts are requested, but not required, for reimbursement of these incidental expenses. If receipts are not provided, an explanation of the reimbursable expenses must be detailed on the Travel Voucher (including type of expense, date, amount and location).
The following are not reimbursable: expenses of a personal nature; expenses that would be incurred by the employee regardless of official State business travel; tips and gratuities.
Student and Other Group Travel
Employees traveling together are not considered group travel. Each employee must pay and claim his own expenses.
When a non-employee group, such as a student group, travels together, it may be more convenient for one person to pay and claim expenses of the entire group. In this case, the person paying the expenses will be responsible for submitting the Travel Request and the Travel Voucher. Receipts are required for all expenses of group travel, except meals. However, the sponsor/advisor must provide documentation of how the funds were expended for meals. The sponsor/advisor should contact the travel manager in the Controller's Office in advance of the trip for instructions. Additionally, a list of names of all travelers must be attached to the Travel Request and Travel Voucher.
If the group sponsor/advisor is an employee, he may request advance travel funds to pay expenses for the group (refer to the Advance Travel Funds section of this policy for procedures). The sponsor/advisor will be solely responsible for claiming reimbursement on the Travel Voucher, and for repayment of the advance travel funds. Sponsors/advisors of group travel are encouraged to contact the travel manager in the Controller's Office prior to the trip for helpful record-keeping tips.
No Educational and General Funds (account numbers 1-XXXXX) may be used to pay or reimburse travel expenses for students. All other provisions of this policy apply to student travel.
Prospective Employees
All provisions of this policy apply to prospective employees. Additional methods of payment are available to pay expenses incurred during the interview process and are listed on the Travel Request-Prospective Employee form (available at Travel Website).
Non-Reimbursed Travel
A travel request is required for any out-of-town University-related travel even if travel expenses are not reimbursed. Examples include travel:
for which University funds are not approved;
for which the traveler does not request or expect reimbursement; or
which has been paid by another source.
In any event of absence from class, the instructor is not to dismiss class but is to arrange for an appropriate replacement. Moreover, only in extraordinary situations will travel be approved that will result in the instructor missing the same class more than twice in succession. Faculty members requesting to leave campus for travel that is not university-related should notify their department chair and dean; if the absence will be for a day or longer, faculty should file a leave of absence request but do not need to file a travel request.
Source of Authority: Texas State Comptroller; Vice President for Finance and Administration; State Travel Management Program of the General Services Commission; Internal Revenue Service; Provost and Vice President for Academic Affairs
Cross Reference: Intercollegiate Athletics Policy Manual; State of Texas Travel Allowance Guide; Texas State Travel Directory; Internal Revenue Service, Publication 463; Texas Comptroller of Public Accounts Mileage Guide
Contact for Revision: Controller
Forms: Travel Request, Travel Voucher, Texas Hotel Occupancy Tax Exemption Certificate, and Purchase Voucher (all available from University Printing Services and at Travel Website); Report of State Agency Travel to Washington, DC and Travel Request-Prospective Employee (both available at Travel Website); Corporate Travel Charge Card Application (available from travel manager in Controller's Office); Airfare Billing Form (available from University Printing Services)
Questions regarding the preparation of forms mentioned in this policy should be directed to the Controller's Office.