TRAVEL FOR TAES/TCE GENERAL |
Effective September 1, 2005 , all travel expenditures and reimbursements funded by state general revenue (accounts 100000-199999) must adhere to the current Comptroller’s State of Texas Travel Allowance Guide and/or the State of Texas Travel Management Program for submission and payment. ALLOWABLE EXPENSES FROM NON-STATE ACCOUNTS (ACCOUNTS 200000 - 699999) Expenses incurred on behalf of the state and submitted for payment should be reasonable, necessary, and appropriate for the account being charged as determined by the department head or designee. Travel on contract and grant accounts must adhere to sponsor restrictions. All reimbursements are subject to department head or designee approval. Transfers or partial transfers cannot be made to move paid travel reimbursements to a state account when the State of Texas Travel Allowance Guide and/or the State of Texas Travel Management Program are not followed. TRAVEL REQUESTS IN-STATE/OUT-OF-STATE TRAVEL REQUESTS In-State Travel Department heads or designees may approve travel requests using state funds and local funds for in-state travel. Out-of-State Travel Local Funds Department heads or designees may approve travel requests using local funds for out-of-state travel. Out-of-State Travel State Funds TAES department heads or designees may approve travel requests using state funds for out-of-state travel requests. TCE out-of-state travel is allowed on state funds with the approval of department head or designee for amounts up to the annual allocation assigned to the unit to meet the legislative agency cap on out-of-state travel. DEPARTMENT HEAD TRAVEL REQUESTS All department head travel requests are to be submitted to the Texas A&M Agriculture Fiscal Office or appropriate TCE Associate Director or the Executive Associate Director for approval. FOREIGN TRAVEL TAES FOREIGN TRAVEL All foreign travel by state employees on state business except for travel to Canada, Mexico, or any state or possession of the United States must be approved in advance. Travel requests should be approved by the Department Head prior to submission to the Texas A&M Agriculture Fiscal Office and should include the following:
When approved by the Department Head, foreign travel requests should be submitted to the Texas A&M Agriculture Fiscal Office for approval, including foreign travel that is at no charge to the Agriculture Program. Travel on contracts and grants accounts will be routed to that department for approval by the Fiscal Office. Federal Contracts and Grants must use U. S. Carriers. The approved travel request must be attached to the travel voucher . Foreign travel by any state employee on state business must be for the benefit of the State of Texas and any personal benefit thereby accrued must be solely incidental to the official purpose of the travel. It is the obligation of both the individual employee who is traveling and his or her supervisors to ensure that all foreign travel conforms to this mandate. State funds cannot be used to reimburse foreign travel expenses. Note country under a travel warning: A nation subject to a travel advisory issued by the United States Department of State constituting a warning against or restriction on travel by United States citizens to such a nation must include a separate written and signed statement indicating that the person is aware of the travel advisory and the potential risks associated with travel to the nation under the advisory. TCE FOREIGN TRAVEL REQUESTS All foreign travel requests must be approved by the Dr. Edward Smith. This includes all travel that is at no charge to Texas Cooperative Extension. If the travel is on a contract or grant funds it must also be approved by Contracts and Grants. Foreign travel by any state employee on state business must be for the benefit of the State of Texas and any personal benefit thereby accrued must be solely incidental to the official purpose of the travel. It is the obligation of both the individual employee who is traveling and his or her supervisor to ensure that all foreign travel conforms to this mandate. State funds cannot be used to reimburse foreign travel expenses. The travel requests must include a copy of the travel advisory, a daily itinerary, and a justification as to how the trip will benefit Texas A&M Agriculture. A nation subject to a travel advisory issued by the United States Department of State constituting a warning against or restriction on travel by United States citizens to such a nation must include a separate written and signed statement indicating that the person is aware of the travel advisory and the potential risks associated with travel to the nation under the advisory. The approved travel request must be attached to the travel voucher. TRAVEL TO WASHINGTON, D. C. For Texas fiscal years 2006-2007, only state travelers who intend to confer on legislative or appropriations issues with U. S. Congress, The Federal Government, staff or officials, should submit travel information to OSFR. The Office of State-Federal Relations form is submitted electronically by each unit to the OSFR Office in Austin. http://www2.governor.state.tx.us/osfr/osfradd.asp System Policy requires that a copy of the confirmation page be sent to the Chancellor’s Office. Fax number 979-448-6044. A copy of the confirmation page must be attached to voucher when submitted. MILEAGE MILEAGE As approved by the unit head or designee employees or prospective employees may be reimbursed for actual mileage (using the odometer readings) up to the state mileage rate. The 79 th Legislature set the state mileage reimbursement rate at the federal rate of $0.405 per mile for the 2006-2007 biennium. When reimbursement is to be made for the actual mileage, the beginning and ending odometer readings and the duty points must be documented on the travel voucher. Physical addresses are no longer required when reimbursement is funded by non-state funds (local funds). Example: Beginning Odometer Reading: 12,345.5 From College Station, headquarters, Total Miles: 284.7 (Also refer to the State mileage guide at http://www.window.state.tx.us/comptrol/texastra.html) Mileage Rate Tables State Effective Date Rate September 1, 2005 $0.405 per mile Note: When a travel rate becomes effective, that rate will apply to all travel occurring on or after the effective date and will remain applicable until the effective date of a new rate. Travel reimbursements will be based on the rate in effect on the date(s) of travel. STATE OF TEXAS TRAVEL MANAGEMENT PROGRAM When reimbursement is funded by non-state funds (local funds): The Travel Management Program includes contracts for airfare, car rentals, charge card, and hotels. Units using non-state sources to pay travel reimbursements are not required to use the State of Texas Travel Management Program. Exceptions for airfare, car rental, and hotels are no longer required. Contract rates continue to apply to travel using state funds. AIRFARE When reimbursement is funded by non-state funds (local funds): Airfare does not have to be purchased with the Bank One Corporate card. Personal credit cards may now be used regardless of the insurance amount. The State of Texas Contracted Airfare does not have to be used, regardless of the cost. The airline ticket does not have to show the fare basis code or a cost breakdown of airfare and taxes. When reimbursement is to be made for travel expenses that would not normally be paid the cost savings must be documented on the travel voucher. If there is a benefit or costs savings or no other seats are available, business class airfare may be allowed. Business class airfare must be approved by the Texas A&M Agriculture Fiscal Office prior to the trip. CAR RENTAL When reimbursement is funded by non-state funds (local funds): Traveler can rent from any car rental company. Traveler can rent any type or size of car. Traveler can purchase Loss Damage Wavier (LDW), which covers any damage to the rental car and be reimbursed for this insurance. Any other insurance is not reimbursable. LDW coverage depending on company and rental location will cost anywhere from $9.99 to $21.99 per day. A second renter charge is not reimbursable unless the person is an employee. It is suggested that travelers contact Debbie Smith at the TAMUS Risk Management Office (979-458-6247) if they have questions regarding insurance coverage. CORPORATE CHARGE CARDWhen reimbursement is funded by non-state funds (local funds): Employees are not required to use corporate charge cards for any travel-related expenses. Employees are not allowed to use purchasing cards (Pro Cards) for travel related expenses. CONTRACT HOTELS When reimbursement is funded by non-state funds (local funds): Employees can stay at the hotel of their choice. Since Texas A&M Agriculture does not participate in the Travel Management Program an employee does not have request the State of Texas Contract Rate even if it is less. MEALS & LODGING When reimbursement is funded by non-state funds (local funds): MEALS & LODGING Unit heads or designees may approve the following exceptions to the State of Texas Travel Allowance Guide. When reimbursement is funded by non-state funds (local funds): Employees or prospective employees may be reimbursed for the actual cost of meals and lodging on overnight travel. IRS guidelines must be followed for required receipts for meal reimbursements. These guidelines require that if a single meal is $75.00 or more a receipt must be submitted for reimbursement. Business meals should be reimbursed on a purchase voucher rather than a travel voucher. There is not a dollar limitation to meals or lodging as approved by department. You are no longer required to include the statement that actual conference expenses are being requested. Original receipts must be submitted with the travel voucher when reimbursement is to be made for lodging. The USGSA website Domestic Per Diem Rate page no longer has to be attached to the travel vouchers. SHARING LODGING When reimbursement is funded by non-state funds (local funds): Employees may be reimbursed for approved travel expenses incurred on behalf of another employee or prospective employee if the person being reimbursed incurred the expense. When reimbursement is made to one employee for another employee's travel, the travel voucher must reflect the expenses of all the travelers. The travel voucher must be submitted with a completed Multi-Payee Voucher Detail (MVD) form (PDF format) signed by all travelers who are employees or a memo containing comparable information signed by all travelers. Non-employees and prospective employees do not have to sign the MVD form. A department head may determine if it is necessary to send more than one employee to the same event, meeting, seminar, conference, or other travel destination. Employees or prospective employees may be reimbursed for travel expenses incurred that are normally not reimbursable when such expenses result in a cost saving. When reimbursement is to be made for travel expenses that would not normally be paid, the cost savings must be documented on the travel voucher. OTHER TRAVEL EXPENSES TIPS Tips or gratuities incurred while in travel status for official business are a reimbursable expense only when non-state funds (local funds) are used. The tip should be coded as incidental expense on a travel voucher. The tips should be itemized on the voucher by the type service received, the amount and the day. The amounts listed below are the estimated amounts that can be paid as tips:
TRAINING SEMINARS To reduce travel expenditures, a state agency shall use interactive television, video conference technology, and telephone conferences to the greatest extent possible. |
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