TEXAS STATE UNIVERSITY SYSTEM TRAVEL POLICY

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1 TEXAS STATE UNIVERSITY SYSTEM TRAVEL POLICY I. OBJECTIVE The objective of the Texas State University System (TSUS) Travel Policy ( Policy ) is to supplement the TSUS Rules and Regulations travel provisions (Chapter VIII, Paragraphs 2, 2.12 and ) and State of Texas travel requirements as articulated in Texas Government Code, Chapter 660 (Travel Expense); Article XI, Section 5 of the General Appropriations Act (GAA); and TexTravel, the State of Texas Travel Allowance Guide promulgated by the State Comptroller s Office. For the purposes of this Policy, the aforementioned citations are collectively referred to as the Texas travel requirements. This policy will be reviewed and updated annually. This policy applies to employees, prospective employees, and individuals under contract with TSUS. II. DELEGATION OF AUTHORITY AND RESPONSIBILITY By virtue of this policy, the TSUS Chancellor delegates to the Vice Chancellor for Finance the authority to approve, in advance, exception to policy. In the absence of the Vice Chancellor for Finance, this delegation may be extended to the Associate Vice Chancellor for Finance. Employees of the TSUS have the responsibility to be familiar with the Texas travel requirements and this Policy. Non-compliance will result in a delayed reimbursement or a rejection of the employee s travel voucher. Webpage links to the Texas travel requirements are as follows: Texas Government Code, Chapter 660: Article XI, Section 5 of the General Appropriations Act (GAA): (Note: this is the most current link from the LBB webpage, but the document contains redactions) TexTravel III. GENERAL PROVISIONS - In accordance with Chapter 660, Section of the Government Code (Conservation of Funds), it is the intent of the TSUS to ensure that each travel arrangement is the most cost effective considering all relevant circumstances. Wherever possible, employees traveling to the same destination with the same itinerary should coordinate travel. Additionally, it is the intent of the TSUS that travel arrangements, travel activities, and travel reimbursement requests mirror, as closely as possible, those outlined in TexTravel. TSUS will reimburse allowable travel expenses only if the purpose of the travel clearly involves state business and is consistent with Texas travel requirements and this Policy. Travel vouchers submitted for reimbursement of travel expenses must explain the nature of the official state business conducted and names of individuals with whom state business was conducted. Travel vouchers must be submitted within 30 days of completing a travel assignment. 1 Revised

2 IV. HOTEL AND MEAL EXPENSES (1) Reimbursement for hotel and meal expenses will be limited to actual expenses not to exceed the allowable amount as defined by the Texas travel requirements and this Policy. As of September 1, 2011, hotel and meal reimbursement rates are limited to those established by the U.S. General Services Administration (GSA) at (GAA, Article XI, Section 5). The GAA sets rates based on 1) the city and 2) the county in which a duty station is located. The rate to be used is the rate listed for the city OR county in which the city is located. If the city or county is not listed, the Standard Rate applies. Examples: 1) Port Arthur is not a city listed in the table. Port Arthur is located in Jefferson County. Jefferson County is listed in the table. Therefore, the Jefferson County rate applies for travel to Port Arthur. 2) Orange is not a city listed in the table. Orange is located in Orange County. Orange County is not listed in the table. Therefore, the standard rate applies for travel to Orange. Most TSUS campuses are located in cities in which the Standard Rate applies. For ease of reference, the table below lists the GSA rates for cities where TSUS campuses are located and for all other cities/counties reflected in the GSA table for Texas. Always check Tex-Travel for the most current rates. City County Maximum Hotel Rates Maximum Meal Rates (*) Maximum Per Diem Cities in Texas Where TSUS Campuses are Located Alpine N/A - Standard Rate $77 $46 $123 Austin Travis $108 $71 $179 Beaumont Jefferson $86 $51 $137 Del Rio N/A - Standard Rate $77 $46 $123 Eagle Pass N/A - Standard Rate $77 $46 $123 Huntsville N/A - Standard Rate $77 $46 $123 Orange N/A - Standard Rate $77 $46 $123 Port Arthur Jefferson $86 $51 $137 Round Rock N/A - Standard Rate $90 $51 $141 San Marcos N/A - Standard Rate $77 $46 $123 Uvalde N/A - Standard Rate $77 $46 $123 Woodlands Montgomery $109 $71 $180 2

3 Arlington / Fort Worth / Grapevine All Cities/Counties in Texas not Subject to Standard Rate (If a City is not listed, check to see if the County for that City is listed) Tarrant / City limits of Grapevine $139 $56 $195 Austin Travis $108 $71 $179 Beaumont Jefferson $79 $51 $130 College Brazos $93 $56 $149 Station Corpus Christi Nueces $88 $51 $139 Dallas Dallas $113 $71 $184 El Paso El Paso $88 $51 $139 Galveston (9/1-5/31) Galveston $82 $56 $138 Galveston (6/1-7/31) Galveston $100 $56 $156 Galveston (8/1-9/30) Galveston $82 $56 $138 Greenville Hunt County $86 $51 $137 Houston Montgomery, Fort (L.B. Johnson Bend and Harris Space Center) $109 $71 $180 Laredo Webb $82 $56 $138 McAllen Hidalgo $84 $56 $140 Midland Midland $95 $51 $146 Plano Collin $99 $61 $160 Round Rock Williamson $88 $51 $139 San Antonio Bexar $106 $66 $172 South Padre Island (9/1-5/31) South Padre Island (6/1-7/31) South Padre Island (8/1-9/30) Cameron $86 $56 $142 Cameron $106 $56 $162 Cameron $86 $56 $142 Waco McLennan $82 $51 $133 3

4 (2) Exceptions to Maximum Hotel and Meal Rates: (a) An employee may reduce the Maximum Meal Rate for a duty point and then use the amount of the reduction to increase the Maximum Hotel Rate for that duty point. The total amount of hotel and meal expenses claimed cannot exceed the Maximum Per Diem for the duty point. The employee must document in Section Y of the travel voucher that this option was selected. (Note: Texas travel requirements do not contain provisions allowing employees to reduce the Maximum Hotel Rate to increase the Maximum Meal Rate for a duty point.) (b) In the event that lodging cannot be secured within the limits of the Maximum Hotel Rate allowed for the duty station AND the utilization of the EXCEPTION noted in (2)(a) above would create an undue hardship for the employee, advance written approval to secure lodging at a higher rate must be received and documented through completion of a Request to Increase Maximum Lodging Rate form. See the Appendix for a copy of this form. The form must be attached to the travel voucher. (3) Expenses for alcohol and tips cannot be included in the amount of meal expenses claimed. (4) If an employee travels to more than one duty point on the same day, then the maximum meal reimbursement for the day is equal to the highest of the maximum rates for the duty points visited. The maximum lodging reimbursement for the day is equal to the maximum lodging reimbursement rate for the last duty point visited. (5) Meal Allocation for Day of Departure and Return - The following schedule is in effect for determining the maximum meal reimbursement on the day of departure/day of return: (a) Breakfast - If departure from the city limits or airport is before 8:00 a.m. or the return is after 8 a.m., the maximum reimbursement for breakfast will be 20% of the daily meal allowance. (b) Lunch - If departure from city limits or the airport is after 8:00 a.m. but before noon or the return is after 1:00 p.m., the maximum reimbursement for lunch will be 30% of the daily meal allowance. (c) Dinner - If departure from city limits or airport is after noon but before 5:00 p.m. or return is after 6:00 p.m., the maximum reimbursement for dinner will be 50% of the daily meal allowance. (Note: Due to airport check-in requirements, departure time for airline flights is considered, for purposes of this Policy, to be 1 hour prior to the scheduled flight time.) (6) TSUS will not reimburse an employee for meal expenses incurred while conducting state business that does not require an overnight stay, unless the employee is away from his designated headquarters for a period of more than six hours. In such cases, the employee must provide an itemized receipt in order to be reimbursed, and the amount of the reimbursement will be included in the employee s W-2 for income tax reporting purposes as required by IRS regulations. 4

5 (7) Employees are entitled to reimbursement for hotel and meal expenses incurred while traveling to or from the duty point no more than one day before and one day after official state business begins. Exceptions are allowed when extra days are required to qualify for discount airfares or when travel to the duty point reasonably requires more than one day. (8) The reimbursement limit for hotel and meal expenses applies without a carryover from one day to another. (9) For travel within the state of Texas, employees are exempt from paying the state hotel occupancy tax, but are not exempt from paying any county or municipal hotel taxes. Per Texas travel requirements, an employee may not be reimbursed for state hotel tax if the employee fails to present a properly completed exemption certificate to the establishment. (10) TSUS will not reimburse employees for in-room movies or games. (11) If approved in writing in advance by the Chancellor, TSUS will reimburse employees for lodging expenses incurred in Austin if the expenses are incurred in support of a Board of Regents meeting held at or adjacent to the hotel where the lodging expenses were incurred. (12) A receipt for lodging must be included with the employee s travel voucher. The receipt must include the employee s name, the single room rate, a daily itemization of the lodging charges (e.g., city and county taxes, internet charges, etc.) and must indicate a zero balance. If the original receipt is not available, the employee must obtain a detailed copy or he or she will not be reimbursed. A statement declaring why the original receipt is not available must be including with the travel voucher. (13) Receipts for meals are not required, except as noted in Section IV (6). However, the employee is certifying, by virtue of submitting a signed travel voucher, that the meal expenses claimed represent actual costs incurred for meals (excluding alcohol and tips), not to exceed the allowable amount. V. MILEAGE, PARKING, AND TOLLS (1) Reimbursement of Mileage (a) The mileage reimbursement rate authorized under Texas travel requirements changes throughout the fiscal year. The authorized rate can be found at (b) With the exception of tolls and parking expenses, a mileage reimbursement is inclusive of all expenses associated with the employee s operation of a personally owned or leased vehicle. The term all expenses includes damage to the employee s vehicle from any cause. TSUS is not liable for the employee s insurance deductible or any other cost associated with an accident or vehicle damage. (c) Mileage for a rented vehicle may be reimbursed only when the rental cost is based wholly or in part on a per-mile charge. (d) If an employee is traveling via commercial airlines and travel occurs between 8:00 a.m. and 5:00 p.m., the employee may be reimbursed for mileage between the designated headquarters 5

6 and the airport. If travel occurs during non-working hours, the employee may be reimbursed for mileage between the employee s residence and the airport. The flight s scheduled departure time, minus one hour (to account for airport check-in requirements), and actual arrival time, determine whether the travel occurs during working or non-working hours. (e) The mileage reimbursement rate for the use of personal motorcycles will be 50% of the authorized rate per Texas travel requirements. (f) The amount of mileage reimbursement may not exceed the applicable mileage rate multiplied by the number of miles traveled. The number of miles traveled must be calculated using MapQuest on a point-to-point basis and must be detailed in Section Y of the travel voucher. MapQuest print screens documenting the point-to-point calculations must be submitted by employees requesting mileage reimbursement. (2) Reimbursement of Parking and Toll Expenses (a) Parking and toll expenses incurred while an employee is on official state business are reimbursable, whether the employee is using a personally owned or leased vehicle or a rented vehicle. (b) A parking expense incurred by an individual while dropping off or picking up a state employee at the airport is reimbursable. (c) Receipts are required for parking and toll expenses. VII. TRAVEL BY RENTED OR PUBLIC CONVEYANCE (1) Commercial Airlines (a) Employees are authorized to make their own airline travel arrangements. However, the employee must be able to demonstrate that the cost of the airfare is equal to or less than the cost of airfare available through the State s contracted travel agency under the State Travel Management Program. If an employee makes his/her own airline travel arrangements and does not utilize the airline tickets, the employee will not be eligible for reimbursement for the cost of the tickets and/or any other penalties incurred. Additionally, the employee must complete and attach (b) A state employee may be reimbursed for the actual cost of commercial air transportation, not to exceed the amount contracted in the State Travel Management Program. First class airfare may be reimbursed only if it was the only available airfare, and such a statement must accompany the travel voucher. (c) When bonus rates are offered by airlines, such as companion fares or buy one, get one free tickets, employees are only entitled to reimbursement for the actual cost of the ticket(s) used in the performance of official travel. If the second ticket is used for personal travel or used by an individual not traveling on state business, the employee is entitled to reimbursement for one-half of the total cost of the tickets. However, the employee may receive reimbursement for the entire ticket (less any taxes or fees assessed for the personal travel or companion ticket only if the base rate of the ticket is the lowest fare available at the time the ticket is purchased. (d) An employee may be reimbursed for extra days at a duty point to qualify for discount airfare only if the amount of additional travel expenses plus the discount airfare is less than or equal to the contract airfare. Also, the employee s additional absence must not adversely affect the adequate performance of his/her delegated duties and the undisturbed continuance of all parts of TSUS operations. 6

7 (e) An employee may be reimbursed for up to 2 pieces of checked luggage. For the purposes of this Policy, the following items are not subject to the checked luggage limitation: business computers; boxes of brochures, legal papers, audit workpapers, and/or other business-related documentation; supplies; board recording devices. (f) An airline receipt and copy of the itinerary must accompany the travel voucher. The receipt must list the name of the employee and the airline, the ticket number, the class of transportation, the fare basis code, the travel dates, the amount of the airfare, and the origin and destination of each flight. Receipts for checked luggage and other baggage expenses must also be submitted. (2) Rental of Motor Vehicles (a) An employee may be reimbursed for the actual cost of renting a motor vehicle. The amount of reimbursement is limited to the state contracted rates and the schedule presented in (d) below. (i) Personal accident insurance or safe trip insurance is not reimbursable. The collision/loss damage waiver may be claimed if the total cost for the rental does not exceed the state contracted rate. If an employee does not use a contracted agency and declines the loss damage waiver, TSUS will not be responsible for damages in the case of an accident. The employee or his/her personal automobile insurance carrier will be responsible for any damages incurred. (ii) Charges for GPS devices are reimbursable. (iii) Charges for maps are not reimbursable. (iv) Charges for satellite radio are not reimbursable. (b) State tax on rental vehicles is reimbursable. (c) Gasoline purchased for a rental vehicle is reimbursable. (d) The following limitations are placed on the vehicle class (and therefore, the cost) of rented vehicles: Number of Employees Traveling in Rented Vehicle Number of Overnight Stays During Trip Maximum Vehicle Class Intermediate Full Size Minivan Full Size Intermediate SUV Minivan Any exceptions to the size of the vehicles must be justified and approved in advance in accordance with Section II-DELEGATION OF AUTHORITY AND RESPONSIBILITY. A copy of the approval must be submitted with the travel voucher. (e) If an employee rents a car and combines personal travel with state business, the cost of the rental car must be prorated on a daily basis, and reimbursement is limited to the days on which state business is conducted. If an employee uses a personal vehicle and claims mileage reimbursement, the mileage claimed must exclude miles traveled for personal reasons. For more details, see TexTravel. 7

8 (f) Receipts are required for rental car, GPS, and gasoline purchases. Rental car receipts must show the starting and ending dates of the rental, the names of the motor vehicle rental company and the renter, and an itemization of the expenses incurred. Gasoline receipts must show the date and time of purchase, the location of purchase, the cost per gallon, the number of gallons purchased, and the total cost of the purchase. (g) If you fail to return a rental car with a full tank of gas, TSUS will not pay the gasoline upcharge. (3) Travel by Railroad A state employee may be reimbursed for the actual cost of transportation by railroad. An original, detailed, and complete receipt must accompany the travel voucher. (4) Travel by Mass Transit, Taxi or Limousine (a) An employee may be reimbursed for the actual cost of transportation by bus, subway, other mode of mass transit, or taxi. Texas travel requirements preclude reimbursing an employee for the cost of transportation by a person who is not a commercial transportation company. (b) If two or more state employees share a taxi, only the employee who paid for the taxi may be reimbursed for that expense. The other employees may be reimbursed only for the charges imposed on an individual-by-individual basis. (c) A state agency may reimburse a state employee for the actual cost of transportation by limousine only if it was the least costly transportation available, considering all relevant circumstances. A narrative explanation/justification must be included with the travel voucher. (d) Receipts are required for travel by bus, subway, other modes of mass transit, or taxi. Individual trips must be itemized on the travel voucher (Section Y), showing the fare and destination for each trip. VIII. OTHER PROVISIONS (1) If an employee deviates from the normal, direct route of travel between the point of origin and the duty point for personal reasons, the cost for per diem and transportation will not be reimbursed for that portion of the trip. An employee who stops for personal reasons at an intermediate point in the normal, direct route of travel shall not be on travel status for that amount of time, and any additional expense incurred for the stop may not be reimbursed. (2) An employee may receive reimbursement for certain incidental expenses incurred while traveling on official state business. Receipts are required, and sales tax exemption forms must be submitted to the vendor prior to payment so that sale tax will not be incurred. TSUS will not reimburse for state sales tax if the employee fails to submit the required forms to the vendor. The following incidental expenses are reimbursable: (a) Money orders used for official business, provided the business purpose of the funds is documented. (b) Copies made by the employee that are required for the business purpose of the travel assignment. (c) Freight charges to ship state-owned equipment or materials. (d) Postage used for official business, provided the business purpose is documented. (e) Facsimile charges provided the business purpose is documented. 8

9 (f) Service charges validly imposed by a travel agency. (g) Mandatory service charges paid or imposed in connection with a meal. (3) An employee may not receive reimbursement for the following incidental expenses incurred while traveling on official state business: (a) Any expense that does not relate to official state business. (b) Any expense, with the exception of parking and toll expenses, related to the operation of a personally owned or leased motor vehicle. (c) Excess luggage charges for personal belongings. See Section VII (1)(d). (d) Personal expenses, such as the rental or purchase of a DVD/video tape for personal entertainment, an alcoholic beverage, dry cleaning or laundry, or kennel expenses for a pet. (e) Tips on meals. (4) TexTravel includes several sections discussing specific circumstances, such as leasing apartments at a duty point, returning to designated headquarters from personal leave, emergency medical care for employees traveling on official state business, and official attendance at funerals. Employees are encouraged to review these special provisions. (5) Foreign travel must be approved in writing, in advance of travel, in accordance with Section II- DELEGATION OF AUTHORITY AND RESPONSIBILITY. A copy of the authorization must be included with the travel voucher. 9

10 IX. SUMMARY OF RECEIPT REQUIREMENTS FOR TRAVEL VOUCHERS Type of Expense Receipt Required? Policy Reference Hotel expense Yes IV (10) Rental Car or other mode of Public Transportation First class airfare Meals where overnight travel is involved Meals where there is no overnight travel involved Yes Yes, and a justification as to why it was the only airfare available must be submitted with the travel voucher. No, but limitations apply. Expenses for tips and/or alcohol cannot be claimed, and maximum meal rates cannot be exceeded. Yes VII (1)(e),VII(2)(f), VII (3), VII (4)(d) VII(1)(b) VI(11) VI(6) Gas for rental car; GPS charges Yes VII(2)(f) Personal vehicle mileage No, but documentation showing point-to-point mileage V(1)(f) using MapQuest is required to be submitted with the travel voucher. Travel by limousine Yes, including narrative justification attached to the VII(4)(c) travel voucher as to why travel by limousine was the least costly method of travel. Tolls, parking Yes V(2)(c) Checked luggage Yes VII (1)(e) Other baggage Yes VII (1)(e) Money orders Yes VIII (2) Freight charges Yes VIII (2) Postage Yes VIII (2) Fax charges Yes VIII (2) Travel agency fees Yes VIII (2) Mandatory service charges Yes VIII (2) 10

11 X. EXCEPTIONS TO POLICY REQUIRING ADVANCE WRITTEN APPROVAL Policy Hotel maximum rate (only when a reduction in the maximum allowed meal rate will not offset the maximum allowed hotel rate) Hotel expenses incurred in Austin Rental car class/size Reference IV(2)(b) IV(11) VII(2)(d) If a traveler requires an exception to one of the policy provisions listed above, advance written approval must be obtained and submitted with the travel voucher. An approval form (Exception to Policy Waiver) is included in the Appendix. 11

12 TRAVEL-RELATED DEFINITIONS ATTACHMENTS TEXAS HOTEL OCCUPANCY TAX EXEMPT CERTIFICATE TEXAS SALES AND USE TAX EXEMPTION CERTIFICATE PART 1: REQUEST TO INCREASE MAXIMUM LODGING RATE PART 2: CALCULATION TABLE EXCEPTION TO POLICY WAIVER JUSTIFICATION FOR NOT USING THE STATE TRAVEL MANAGEMENT PROGRAM (STMP) CONTRACT RATES 12

13 DEFINITIONS a. Cancellation Charge means a fee, charge, or payment that a provider of travel services assesses or retains because of the cancellation or change of a travel reservation or other travel plan. b. Commercial Lodging Establishment means a motel, hotel, inn, apartment, house, or similar establishment that provides lodging to the public for pay. c. Commercial Transportation Company means a person who offers to the public to transport people or goods for pay. d. Conterminous United States consists of the District of Columbia and all states of the United States except Alaska and Hawaii. e. Designated Headquarters means the area within the boundaries of the incorporated municipality in which a state employee s place of employment is located. f. Duty Point means the destination, other than the place of employment, to which a state employee travels to conduct official state business. g. Gratuity/Tip means something given voluntarily or beyond obligation, usually in response to or in anticipation of a service. h. Incidental Expense means an expense incurred while traveling on official state business. See Section VIII (2). i. Lease means a contract with a term of at least one month that gives the lessee possession and use of property or equipment while the lessor retains ownership of the property or equipment. j. Lodging Expense means a charge imposed by a commercial lodging establishment as consideration for providing lodging. The term does not include money paid as a donation, gratuity, or tip to the establishment. k. Meal Expense includes a tax that is based on the cost of a meal. The term does not include a tip, a gratuity, or a mandatory service charge paid or imposed in conjunction with a meal. l. Non-working Hours means all hours in a calendar day except working hours. m. Official Mileage means the mileage on official travel, including mileage to and from out-of-town destinations, as well as point-to-point mileage within cities visited. n. Official Travel means travel for the purpose of TSUS business. o. Official Travel Status is the time between leaving designated headquarters for official travel and returning to designated headquarters from official travel. p. Per Diem Allowance means the actual cost of meals and lodgings, not to exceed the daily maximum allowed by Texas travel requirements and this Policy for in-state or out-of-state travel q. Prospective State Employee means an individual that a state agency considers for employment with the agency. r. Rented or Public Conveyance means a motor vehicle, train, aircraft, boat, or bicycle that a state employee rents or pays a fare to use for a period of less than one month. s. Transportation Expense means a charge related to the cost of transportation; e.g., private auto, commercial airline, taxi, etc. t. Travel Expense means a meal, lodging, transportation, or incidental expense. u. Travel Voucher means the accounting document used to make a reimbursement request by an employee for travel expenses incurred during the discharge of official state business. v. Work Day means a day on which a particular employee is regularly required to conduct official state business. w. Working Hours means the hours during which an employee is regularly scheduled to conduct official state business. 13

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18 EXCEPTION TO POLICY WAIVER In accordance with the TSUS Travel Policy, I am requesting advance written approval for an exception regarding the following provisions: Check as Applicable Policy Justification (including time period) Rental car class/size Hotel expenses incurred in Austin (Chancellor approval required) Traveler Signature Date Approvals: Department Head Vice Chancellor for Finance Chancellor (only for hotel expenses incurred in Austin) Signature Date 18

19 JUSTIFICATION FOR NOT USING THE STATE TRAVEL MANAGEMENT PROGRAM (STMP) CONTRACT RATES STMP Contract Rates were not used for Airline tickets for the following reason: Check as Applicable Policy Exception Specifics Unavailability of Contract Travel Services A contract airline carrier does not offer flight times or flights in a specific city-pair to meet the travel requirements. (Document cost comparison) Documented lower cost If a non-contracted airfare is $120 and the contracted airfare is $100, but the non-contracted fare saves the traveler time and results in one less night of lodging, the overall cost to the state is lower. Special Needs The traveler's health, safety, physical condition or disability requires accommodations. Emergency Response The traveler is responding to a public health or safety emergency situation. In Travel Status The traveler is in the course of travel and changes in scheduling render the use of contract travel services impractical or the appropriate travel services are not available. The traveler shall make reasonable efforts to secure rates equal to or lower than the contract travel service rates. Legally Required Attendance The traveler is required by a court, administrative tribunal or other entity to appear at a particular time and place without sufficient notice to obtain contract travel services. Traveler Signature Traveler Destination(s) Date 19