Foreign Travel

It is the policy of Texas A&M AgriLife that State funds are not to be used for foreign travel.

• Foreign Travel Requests
  • 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.
    
  • State funds cannot be used to reimburse foreign travel expenses.
    
  • The travel request must include the following:
    • Travel advisory printed from the U. S. Department of State
      (http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html )
      
    • Daily itinerary starting with the departure date and ending with the return date. You can use a range of dates only when in the same location and conducting the same duties.
    • Justification as to how the trip will benefit the Texas A&M AgriLife.
  • 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 citizen 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.
    
  • After approved by the Department Head, the 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 Texas A&M Agriculture.
    
  • Travel on contract and grants accounts must adhere to sponsor restrictions, and will be routed to that department for approval by the Fiscal Office. Federal Contracts and Grants must use U. S. Carriers.
    
  • 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.
    
  • The approved foreign travel request must be attached to the travel voucher.
• Foreign Travel Reimbursement
  • The approved foreign request must be attached to the voucher.
    
  • Meals are reimbursed at actual expense. Receipts are not required.
    
  • Lodging is reimbursed at actual expense. The lodging receipt must be from a commercial lodging establishment, itemized, and in the name of the state employee.
    
  • All receipts must be converted to U. S. Dollars and the expense identified. This may be done by using the Foreign Currency Converter
    (http://www.oanda.com/converter/classic) or if the expenses were put on a charge card then the charge card statement can be used. If cash paid the expense the currency exchange receipt can be used.
• Tips on using the currency converter
  • The date of the conversion is the day the expense was paid for.
    
  • Always convert from the foreign currency to U. S. Dollar.
    
  • The converter is automatically set at the interbank rate. In the pull down box this can be changed to the charge card rate or the cash rate depending on how the expense was paid.
    
  • When converting lodging use the cost of one night of lodging, convert that amount and then list that amount for each night of lodging.
    
  • Please attach the conversion sheets to the travel voucher.