orSr~E~ Na. ~:e i i AF'i"'RCIVAL TQ fiDC~~'~'T S'fATE TRAVEL ALLOWANCE GUIDE Qn tt~tis tt~~e ~tl~~ day of J~_rnE, ~'i7_r2r3 ~_rporr mat ian made by Carnrnissiarrer~ Lets, sec:aridce:i kay Cammissior~~er Nichol~~ar~, t1-~e Ca~_rr,t ~_rnanimo~.isly approved by a vote of 4-~-Qr, to adapt tl~e tl-~e ~~,~>~. ~~ pr=~• diem fa•r~ me~.~ls anc! ai1r~ the State of Tes<~~_,. mileage rate of .3~ gents faE~~ the ar~t~_raI mileage, 'I;a be ad,j~_tsted as the State adj~_ists them an a biarir~~_r~~l laasis effec~-;:ive Oc•taber~ 1, c~~,3. ~// ~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Pat Tinley OFFICE: County Jud MEETING DATE: June 9. 2003 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss adoption of State Travel Allowance Guide as published by the Texas Comptroller of Public Accounts for per diem allowances or reimbursement of expenses for Kerr County elected officials and employees out of county on official business. (County Judge) EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: County Judge Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's OiTice to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. 5:00 P.M. previous Tuesday. ..... I propose Ken County adopt the State Travel Guide for all out of county travel, meals and lodging while on official business (school, seminars, etc) If the Court decides to adopt, we can word the adoption ofsame to include all increases and decreases as guided by the States Appropration Bill voted on every two years. For instance, if the state pays 35 cents this year and then goes to 36 next year, we will automatically increase our approved rate. The travel guide includes all aspects of travel including the texas mileage guide. You can down load the mileage guide and it will figure your reimbursement automatically. We will be able to pre-pay officials and employees and thus not put a burden on any official or employee KERR COUNTY, TEXAS TRAVEL VOUCHER _MINAR/CONFEREt+ICE/SCfi00L I ELECTED OFFICIAUEMPLOYEE Name Tide .Address City State Zip TRAVEL (Reimbursement for rental Cars is not autliorized) Point to Point Mileage (mileage calarlated from Terms Camptrdler of Public Aocaunts Mileage Guide) Date of air travel: Origin City. Destination City. Date of air travel: Origin City. Destination City: Date of auto travel: Origin Oily. Destination City Date of auto travel: Origin City. Destination Cily. TOtal Mileage Cak~lated by Mileage Guide miles ~ 35oents per mile = 5 Airfare (receipt required) $ Ong $ Total Travel $ MEALS date: Total t3realdast ($7 m~dmum) $ $ $ $ $ $ $ ~,na, ($s mabrrxnr) $ $ $ $ $ $ $ dinner ($15 rr~drrwm) $ $ $ $ $ $ $ Total Meals $ LODGING date: Total Room (rece;Pt n3quired) $ $ $ $ $ $ $ TOTAL REIMBURSEMENT REQUEST $ Cha to Bud Line Item No. I certify that: 1 The expenses listed were incurred personally by me for the purpose stated. 2 I have not been reimbursed from any other source for any o~ the expenses listed. 3 This request is correct to the best of my knowledge. Signature: Date: (C)airo must be submitted wr~hirr 90 days) (Reoea~ts as requied must be e[tadred to Travr9l Voucherlbr reinbrxsernerrr) Texas Mileage Guide Wth'DOW OX SI~C1E Ci4M1'ERIV:4fII~fi ~~~ MLGE{GQ~ t .. r~ ~ STE~flr_RtEr___..1 CAROLEKFEffOti $TRAYNORN The Texas Mileage Guide shows the mileage between locations and calculates the reimbursement based on a per-mile rate. The mileage database includes more than 2,000 locations, including 50 out-of-state cities and 31 airports, and can calculate about 1.4 million possible combinations of trip origins and destinations. Database updated February 2001. TX ' From: ---- -- _ ------ -- _ _ _~--- -_:~ __.__.. TX To: ~-~ ---- ~~ To:. „ TX To: ~~ TX To• . , Reimbursement Rate: •3~ a Yage ! of L Texas Compt~aller of Public Accounts 's~nacN - Texas Mileage Guide At a Glance: State Travel Reimbursement Lodging up to $80.00 per day Meals up to $30.00 per day Mileage 35.0 cents per mile In Texas, several different cities may have the same name. Any one of these cities can be identified by specifying the county in which it is located. You can either enter the first three letters of the city name or hater both the city and county name. Example This edition of the guide contains five different cities named Lakeside located in Archer, Colorado, Gaiveston, San 1'atricio and Tarrant couc-ties. First method Enter "Lakeside" (or at least the first three letters of the name) and your other destinations, then click "Calculate".Anew page will offer a list of cities. Select the one you want and click httpJ/www.window.state.tx.us/comptroUtexastra.htdil 4/17/03 Texas Mileage Guide "Submit". The result page will display mileage and reimbursement. Second method Enter "Lakeside-Colorado" and your other destinations, then click "Calculate". The result page will display mileage and reimbursement. rage ~ of ~ A list of all locations (60K) in the Texas Mileage Guide is available for downloading. The electronic mileage guide is adopted under TEX. GOVT CODE ANN. §660.043(c) (Vernon Supp. 2001). It is intended as a guide for state employees to use when traveling by automobile. The mileage in this guide will be updated as needed. If you have any questions or suggestions, please contact the Expenditure Research and Assistance section in the Claims division of the Comptroller's office by a-mail at mileage.’nide(a~cpa.state.tx.us or by telephone at 512/475-0966 or toll free at 1-800-531-5441, extension 5- 0966. Carole Keeton Strayhorn Window on State Government Texas Comptroller of Public Accounts Contact Us Privacy and Security Policy httpJ/www.window.state.t~c.tts/comptroUtexastia.ht~ml 4/17/03 ''ravel Allowance Guide -Chapter 1 U rage ~ of s Travel Allowance Guide -Chapter 10 Sjor Changes from the Previous Guide 3.02 - 3.23 [3.02C ][3.03B ][3.04A-~][3.05][3.06A~(Cl][3.08] [3.13 ][3.15][3.16][3.17][3.18][3.19][3.23] New Old Section Section Title of Section and Brief Number Number Description of Major Differences 3.02(C) 3.02(C) Prohibited reimbursements - A state agency may reimburse a peace officer for the purchase of an alcoholic beverage if the officer purchased the beverage for use as evidence in an administrative or civil case. 3.03(B) 3.03(B) Overnight travel within Tezas -The maximum lodging rate is increased to $70 per day, per commercial lodging establishment. " 3.04(A~ 3.04(A)- Non-overnight travel within Tezas (B) (B) A. Meal ezpenses. A meal expense is not reimbursable if the chief administrator of the agency that would make the reimbursement does not authorize it. The authorization may be provided on either a reimbursement-by-reimburse~iient or a blanket basis. B. Lodging ezpenses. The maximum lodging rate is increased to $70 per day, per commercial lodging establishment. Back to Ton 3.05(C) 3.05(C) Overnight travel outside Tezas but within the continental United States - If the federal travel regulations do not list a duty point or the county in which the duty point is located, then the median of all the rates for the state apply when traveling to the duty point. Back to Ton 3.06(A), 3.06(A), Non-overnight travel outside Tezas but within the continental (C) (C) United States - A. Meal ezpenses. A meal expense is not reimbursable if the chief administrator of the agency that would make the reimbursement does not authorize it. The authorization may be provided on either a reimbursement-by-reimbursement or a blanket basis. C. Federal travel regulations. If the federal travel regulations do not list d duty point or the county in which the duty point is located, then httpJ/www.window.state.tx.us/comptroUsan/&n manuals/tag_man/tag_10-128.htm1 2Il7/03 Travel Allowance Guide -Chapter 1 U rage ~ ~~ ~ the median of all the rates for the state apply when traveling to the duty point. Back to Ton 3.08 None Back to Ton Non-overnight travel to U.S. possessions, Alaska, Hawaii, Canada, or Mexico -This is an entirely new section. 3.13(B) 3.12(B) Receipt requirements -The original or a copy of a lodging receipt must include the name and address of the commercial lodging establishment. If the original or a copy of a canceled check, credit card slip, or credit card billing is included in the supporting documentation, then the name and address of the commercial lodging establishment, the name of the employee or boazd member, the single room rate, and a daily itemization of the lodging chazges must be included in that documentation. A "copy" of a receipt, canceled check, or credit cazd slip includes a photocopy, an electronically stored version, a microfiche, or a microfilm of it. Back to Ton 3.15 3.14 Exception for employees of the legislature - A. Travel within Texas. If a resolution of the legislature requires or -- authorizes reimbursement of a legislative employee's actual expenses for meals and lodging incurred within Texas, then the maximum that may be reimbursed is an amount equal to twice the amount that could be reimbursed if Sections 3.03-3.04 and 3.10-3.11 applied to the employee's travel. B. Travel outside Texas. The maximum amount that may be reimbursed to a legislative employee for meals and lodging incurred outside Texas but within the continental United States is as amount equal to twice the amount that could be reimbursed if Sections 3.05- 3.06 and 3.10-3.11 applied to the employee's travel. Back to Toa 3.16 3.15 Exception for certain key officials - If a judicial officer, a chief administrative officer of a state agency, the executive director of the Texas Legislative Council, or the secretary of the senate is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the individual's travel. Back to Ton --~ 3.17 3.16 Exception for representing the state at governmental meetings or conferences outside Texas -The governor may designate one or more state employees to represent the state at a governmental meeting or conference held outside Texas. If a designated state employee is being http;//vyww.window.state.tx.us/comptroUsan/fin manuals/tag_man/tag 10-128.htm1 2/27/03 -: Travel Allowance Guide -Chapter 10 Yage s of s reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.05-3.06 and 3.10-3.11 applied to the employee's travel. Back to Ton 3.18 3.17 Exception for representing legislators or certain officials - If a designated state officer or employee is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the officer's or employee's travel. Back to Ton 3.19 3.18 Exception for travel with legislators or certain officials - If a state employee who travels with a legislator, a judicial officer, a chief administrator of a state agency, a board member, the executive director of the Legislative Council, or the secretary of the senate is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the officer's or employee's travel. Sack to Ton 3.23 3.23 Direct payment of lodging and meal expenses - If a state agency requests a commercial lodging establishment to bill the agency directly for the lodging expenses incurred by a state employee who stays at the establishment, then the agency also may request the establishment to bill the agency directly for the meal expenses incurred by the employee at that establishment. Alternatively, the agency may directly pay a credit card issuer or travel agency for those expenses. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policy httpJ/www.window.state.tx.us/comptroUsan/frn manuals/tag_man/tag_10-128.htm1 ?127/03 Travel Allowance Guide - (;hapter 3 r~~c ~ ui ~ ,..gavel Allowance Guide -Chapter 3 _~eal and Lodging Expenses Table of Contents ~ 3 O1 Special definition for meal expense reimbursements § 3.02 Prohibited reimbursements A. Meal expenses 1 Meal expenses incurred within a designated headquarters 2 Meal expenses incurred while absent from duty for personal reasons B. Long expenses 1 Lodging expenses incurred within a designated headquarters ~.,, 2 Lodging expenses incurred at other than commercial lodging establishments 3 Lodging expenses incurred while absent from duty for personal reasons C. Alcoholic beverages & 3.03 overnight travel within Texas A. Meal expenses B. Lod ~in~ expenses C Inability to obtain reasonable lode in Texas § 3.04 Non-overnight travel within Texas A. Meal expenses B. Lodig_ng expenses C Inability to obtain reasonable lodging in Texas & 3 OS Overnight travel outside Texas but within the continental United States A. Meal expenses http://www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag ch3toc.html ?127/03 Travel Allowance Guide -Chapter 3 B. Lodging expenses C. Federal travel regulations D. Increasing the maximum lodging reimbursement rate E. Inability to obtain reasonable lodging in a duty point § 3.06 Non-overnight travel outside Texas but within the continental United States A. Meal expenses B. Lodging expenses C. Federal travel regulations D. Increasing the maximum lodging reimbursement rate E. Inability to obtain reasonable lodging in a dutypoint 3.07 Overnight travel to U.S. possessions, Alaska, Hawaii, Canada, or Mexico A. Meal expenses B. Lodgin expenses C. Inability to obtain reasonable lodging in a dutypoint D. Prior approval not required § 3.08 Non-overnight travel to U.S. possessions, Alaska, Hawaii, Canada, or Mexico A. Meal expenses B .Lod ing expenses C. Prior approval not required § 3.09 Travel to foreign countries other than Canada and Mexico A. Meal expenses B. Lodging expenses C. Prior approval required & 3.10 Travel to multiple duty points without an intermediate return to a desi ng ated .^ headquarters A. Meal expenses Yage "l of J httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag ch3toc.html ?127/03 Travel Allowance Guide -Chapter 3 1. Overnight travel 2. Non-overni ht trave B. Lod~g expenses C. Inability to obtain reasonable lodging in the last duty point & 3.11 Multi-day travel to or from a duty point A. Travel to a duty point B. Travel to a designated headquarters § 3.12 Sharing lodging A. Each individual sharing lodging is a state employee B At least one of the individuals sharing lod ig, ng is not a state employee 1 Only one of the individuals sharing lodging is a state employee 2 At least two of the individuals sharing lodging are state employees & 3.13 Receipt requirements A. Meal receipts B. Lodging receipts § 3.14 Hotel occupancy taxes A. Travel within Texas 1. General discussion 2 Exception for employees of institutions of higher education 3 Exception for certain state officers or employees B. Travel outside Texas C. Maximum reimbursement ..-.. & 3 15 Exception for employees of the legislature A. Travel within Texas rage s or ~ http;//www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag ch3toc.html 217/03 ,; Travel Allowance Guide -Chapter 3 B. Travel outside Texas & 3.16 Exception for certain key officials § 3 17 Exc~tion for representing the state at governmental meetings or conferences outside Texas $ 3 18 Exception for representing.le_gislators or certain officials ~ 3 19 Exception for travel with legislators or certain officials § 3 20 Guidelines adopted by the Texas Ethics Commission rage 4 or ~ ~ 3 21 Awards or discounts given for frequent use of a commercial lod i~ng establishment A 1984 opinion from the State Ethics Advisory Commission B. Section 39.02, Penal Code & 3.22 Summary chart for lodging expenses § 3 23 Direct payment of lodging and meal expenses ^ & 3.24 Lease of apartment or house A. General provisions B. Definitions C. Amount of reimbursement 1. General limitation 2. Exception for non-compliance D. Method of payment E. Meal expenses F. Business telephone calls G. Travel to a second duty point H. Examples "~ [ TOC ] [ SFM Home Page ] Carole Keeton Strayhorn Window on State Government httpJ/www.window.state.tx.us/comptroUsan/fin manuals/tag_man/tag_ch3toc.html 2017/03 - . Travel Allowance Guide - (;hapter 3 Texas Comptroller of Public Accounts ~-.. rttgc ~ vi ~ Contact Us Privacy and Security Policy httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag ch3toc.html ?./27/03 Travel Allowance Guide -Chapter 3 ,.Travel Allowance Guide -Chapter 3 teal and Lodging Expenses § 3.01 Special definition for meal expense reimbursements rage i of i When determining the maximum that a state agency may reimburse a state employee for meal expenses, "day" means a calendar day. This definition applies to all meal reimbursements, including reimbursements involving non-overnight travel. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policy __htipJ/www.window.state.tx.us/comptroUsan/fin mangals/tag man/tag_3.Ol.html 2/27/03 Travel Allowance Guide - Chapter s r arc 1 VL L ,,'ravel Allowance Guide -Chapter 3 .Teal and Lodging Expenses § 3.02 Prohibited reimbursements A. Meal expenses. 1. Meal expenses incurred within a designated headquarters. Except as provided in the next paragraph, a state agency may not reimburse a state employee for a meal expense incurred within the employee's designated headquarters, even if incurred while the employee is traveling to or from a duty point outside the headquarters. A state agency may reimburse a state employee for a meal expense incurred within the employee's designated headquarters if it is mandatory and connected with training, a seminar, or a conference. Voucher and Documentation Requirement: The supporting documentation for the reimbursement of a state employee for a meal -- expense incurred within the employee's designated headquarters must include a determination by the sponsor of the training, seminar, or conference that the meal was mandatory and connected with the training, seminar, or conference. 2. Meal expenses incurred while absent from duty for personal reasons. A state employee may not be reimbursed for a meal expense incurred while the employee is absent from duty for personal reasons unless the expense is incurred under one of the circumstances listed in Section 1.14fB). However, a state employee who conducts any official state business during a day is eligible for reimbursement of the meal expenses incurred on that day, regardless of when the absence from duty begins or ends during the day. For the purpose of the preceding paragraph, "personal reason" includes the breakdown of a personally-owned or leased motor vehicle and any occurrence not connected with a state employee's official duties. B. Lodging expenses. 1. Lodging expenses incurred within a designated headquarters. Except as provided in the next paragraph, a state agency may not reimburse a state employee for a lodging expense incurred within the employee's designated headquarters. ~. A state agency may reimburse a state employee for a lodging expense incurred within the employee's designated lteadquarters if it is mandatory and connected with training, a seminar, or a conference: ---- - - - - httpJ/www.window.state.tx.us/comptx`ollsan/&n manuals/ta~man/tag_3.02.htm1 2x27/03 Travel Allowance Guide -Chapter 3 rage ~ or ~ .,,Voucher and Documentation Requirement: The supporting documentation for the reimbursement or payment of a lodging expense incurred by a state employee within the employee's designated headquarters must include a determination by the sponsor of the training, seminar, or conference that the lodging was mandatory and connected with the training, seminar, or conference. 2. Lodging expenses incurred at other than commercial lodging establishments. A state agency may not reimburse a state employee for a lodging expense incurred at a place that is not a commercial lodging establishment. 3. Lodging expenses incurred while absent from duty for personal reasons. A state employee may not be reimbursed for a lodging expense incurred while the employee is absent from duty for personal reasons unless the expense is incurred under one of the circumstances listed in Section 1.14(B). However, a state employee who conducts any official state business during a day is eligible for reimbursement of the lodging expenses incurred on that day, regardless of when the absence from duty begins or ends during the day. For the purpose of the preceding paragraph, "personal reason" includes the breakdown of a personally-owned or leased motor vehicle and any occurrence not connected with a state '^ employee's official duties. C. Alcoholic beverages. A state agency may not reimburse a state employee for the purchase of an alcoholic beverage, unless the employee is a peace officer who purchased the beverage as a purchase of evidence in an administrative or civil case. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policy http://www.window.state.tx.us/comptroUsanl&n manuals/tag_man/tag_3.02.htm1 2/27/03 Travel Allowance Guide -Chapter 3 rngC ~ vi ~ 'ravel Allowance Guide -Chapter 3 Meal and Lodging Expenses § 3.03 Overnight travel within Texas This section applies when a state employee travels to a duty point within Texas with an overnight stay outside the employee's designated headquarters. A. Meal ezpenses. A state employee is entitled to be reimbursed for meal expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a meal expense is not reimbursable if this section, Chapter 1 or 2, or Section 3.02 prohibits the reimbursement. If meal expenses aze reimbursable, the reimbursement may not exceed $25 per day unless the exception discussed in Subsection (C) of this section applies. This reimbursement limit applies without a carry over from one day to another. For example, if a state employee incurs meal expenses of $18 on day 1 of a trip and $32 on day 2 of that trip, only $43 of those expenses are reimbursable. Meal expenses incurred while traveling to and staying at a duty point the day before official state business begins at the duty point aze reimbursable. Meal expenses incurred while traveling to and staying at a duty point more than one day before official state business begins at the duty point aze not reimbursable unless: . the expenses aze incurred to qualify for a discount airfaze according to Section 2.11; or • traveling to the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. Meal expenses incurred while staying at and traveling from a duty point the day after official state business ends at the duty point are reimbursable. Meal expenses incurred while staying at and traveling from a duty point more than one day after official state business ends at the duty point aze not reimbursable unless: . the expenses aze incurred to qualify for a discount airfaze according to Section 2.11; or . traveling from the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. B. Lodging ezpenses. A state employee is entitled to be reimbursed for lodging expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a lodging expense is not reimbursable if this section, h r or ~, or Section 3.02 prohibits the reimbursement. http://www.window.state.tx.us/comptroUsan/fin manuals/tag man/tag 3.03.htm1 ~ 2!27/03 Travel Allowance Guide -Chapter 3 Yage Z of 3 If lodging expenses are reimbursable, the reimbursement may not exceed $70 per day, per '~' commercial lodging establishment unless the exception discussed in Subsection (C) of this section applies. This reimbursement limit applies without a carry over from one day to another or from one commercial lodging establishment to another. For example, if a state employee incurs a lodging expense of $55 on day 1 of a trip and $85 on day 2 of that trip, only $125 of those expenses aze reimbursable. Lodging expenses incurred at a duty point the night before official state business begins at the duty point are reimbursable. Lodging expenses incurred at a duty point more than one night before official state business begins at the duty point aze not reimbursable unless: . the expenses are incurred to qualify for a discount airfare according to Section 2.11; or . traveling to the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. Lodging expenses incurred at a duty point the night after official state business ends at the duty point aze reimbursable. Lodging expenses incurred at a duty point later than the night following the end of oi~icial state business at the duty point are not reirbursable unless: • the expenses aze incurred to qualify for a discount airfare according to Section 2.11; or . traveling from the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. C. Inability to obtain reasonable lodging in Tezas. This subsection applies when a state employee obtains lodging outside Texas because the employee is unable to obtain reasonable lodging in Texas. If the meal expenses incurred on the day the lodging is obtained aze reimbursable, the meal expenses reimbursement for the day may not exceed the greater of: . the maximum meal reimbursement rate for the state employee's duty point; and • the maximum meal reimbursement rate for the location where the lodging is obtained. If the lodging expenses are reimbursable, the reimbursement may not exceed the maximum lodging reimbursement rate for the location where the lodging is obtained. Voucher and Documentation Requirements: 1. The travel voucher/farm for a meal or lodging expense subject to this section must include a daily itemization of the meal and lodging expenses incurred. 2. This paragraph applies only if a state employee obtained lodging outside Texas and the employee does not want the applicable maximum meal and lodging reimbursement rates to be the rates for the duty point. The supporting documentation httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag_man/tag '3.03.htm1 ?127/03 Travel Allowance Guide -Chapter 3 rage ~ of ~ for a meal or lodging expense subject to this section must include a statement that the "_ employee was unable to obtain reasonable lodging in the duty point. 3. Object Code 7106 must be used. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policy httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag 3.03.htm1 2/'27/03 »` Travel Allowance Guide -Chapter 3 rage i or 4 ,.`ravel Allowance Guide -Chapter 3 teal and Lodging Expenses § 3.04 Non-overnight travel within Texas This section applies when a state employee travels to a duty point within Texas without an overnight stay outside the employee's designated headquarters. A. Meal expenses. A state employee is entitled to be reimbursed for meal expenses incurred on a day that the employee conducts official state business at a duty point Located outside the employee's designated headquarters. However, a meal expense is not reimbursable if: • this section prohibits the reimbursement; or • Cha.~ter 1 or 2 prohibits the reimbursement; or • Section 3.02 prohibits the reimbursement; or . the chief administrator of the state agency that would make the reimbursement does not authorize it. If meal expenses aze reimbursable, the reimbursement may not exceed $25 per day unless the exception discussed in Subsection (C) of this section applies. A chief administrator's authorization of a meal expense reimbursement may be provided on either areimbursement-by-reunbursement or a blanket basis. A state agency may not reimburse a state employee for meal expenses if the employee is outside the employee's designated headquarters for fewer than six consecutive hours on the day the expenses are incurred. A state employee's mere passing through the employee's designated headquarters while traveling from one duty point to another, both of which are outside the employee's designated headquarters, does not terminate or suspend a consecutive-hour string of being outside the headquarters. This prohibition does not apply to: . aboard member, or • a chief administrator of a state agency; or • a state employee who has been designated to represent a judicial officer, a chief administrator of a state agency, the executive director of the Legislative Council, the secretary of the senate, or a board member under Section 3.18; or . a state employee who has been authorized under Section 3.19 to receive reimbursement of actual expenses for meals and lodging because the employee is traveling with a legislator, a judicial officer, a chief administrator of a state agency, a http://www.window.state.tx.us/comptroUsan/fm manuals/tag manltag 3.04.html ?.x27/03 • Travel Allowance Guide -Chapter 3 rags ~ ~~ Y boazd member, the executive director of the Legislative Council, or the secretary of '~ the senate; or . an aircraft pilot When a state employee is outside the employee's designated headquarters for at least six consecutive hours and the sixth consecutive hour extends into a new day, then only the meals incurred during the new day aze reimbursable. For example, an employee who is outside the employee's designated headquarters from 8:00 p.m. through 5:00 a.m. is entitled to receive reimbursement only for the meal expenses incurred from 12:00 a.m. through 5:00 a.m. Meal expenses incurred from 8:00 p.m. through 11:59 p.m. are not reimbursable because the employee was not outside the employee's designated headquarters for at least six consecutive hours on that day. B. Lodging expenses. A state employee is entitled to be reimbursed for lodging expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a lodging expense is not reimbursable if: . this section prohibits the reimbursement; or . Chapter 1 or 2 prohibits the reimbursement; or .Section 3.02 prohibits the reimbursement. If lodging expenses aze reimbursable, the reimbursement may not exceed $70 per day, per commercial lodging establishment unless the exception discussed in Subsection (C) of this section applies. A state agency may not reimburse a state employee for lodging expenses incurred on a day that the employee is not outside the employee's designated headquarters for at least six consecutive hours. A state employee's mere passing through the employee's designated headquarters while traveling from one duty point to another, both of which are outside the employee's designated headquarters, does not terminate or suspend aconsecutive-hour string of being outside the headquarters. This prohibition does not apply to: . a boazd member, or • a chief administrator of a state agency; or . a state employee who has been designated to represent a judicial officer, a chief administrator of a state agency, the executive director of the Legislative Council, the secretary of the senate, or a boazd member under Section 3.18; or • a state employee who has been authorized under Section 3.19 to receive reimbursement of actual expenses for meals and lodging because the employee is -- traveling with a legislator, a judicial officer, a chief administrator of a state agency, a board member, the executive director of the Legislative Council, or the secretary of the senate; or httpJ/www.windpw.state.txus/comptroUsadfm manuals/tag_man/ta~3.04.htm1 2/27/03 Travel Allowance Guide -Chapter 3 • an aircraft pilot. rage s or 4 When a state employee is outside the employee's designated headquarters for at least six consecutive hours and the sixth consecutive hour extends into a new day, then only the lodging expenses incurred during the new day aze reimbursable. For example, an employee who is outside the employee's designated headquarters from 8:00 p.m. through 5:00 a.m. is entitled to receive reimbursement only for the lodging expenses incurred from 12:00 a.m. through 5:00 a.m. Lodging expenses incurred from 8:00 p.m. through 11:59 p.m. are not reimbursable because the employee was not outside the employee's designated headquarters for at least six consecutive hours on that day. C. Inability to obtain reasonable lodging in Texas. This subsection applies when a state employee obtains Lodging outside Texas because the employee is unable to obtain reasonable lodging in Texas. If the meal expenses incurred on the day the lodging is obtained aze reimbursable, the meal expenses reimbursement for the day may not exceed the greater of . the maximum meal reimbursement rate for the state employee's duty point; and . the maximum meal reimbursement rate for the location where the lodging is obtained. If the lodging expenses are reimbursable, the 'reimbursement may not exceed the maximum lodging reimbursement rate for the location where the lodging is obtained ,toucher and Documentation Requirements: 1. The supporting documentation for a meal or lodging expense subject to this section must satisfy all the following requirements. a. The travel voucher/form must list the actual time of departure from and arrival at the designated headquarters for each,trip. b. The supporting documentation for the payment or reimbursement of a lodging expense must include, when applicable, the original or a copy of the comptroller's approval of a higher lodging rate. c. This paragraph applies only if a state employee obtained lodging outside Texas and the employee does not want the applicable maximum meal and lodging reimbursement rates to be the rates for the duty point. The supporting documentation must include a statement that the employee was unable to obtain reasonable lodging in the duty point. d. If the chief administrator has authorized meal expense reimbursements only on a reimbursement-by-reimbursement basis, then the supporting documentation for each reimbursement must include that authorization. If the authorization is provided on a blanket basis, then the agency must provide the original or a copy of that authorization to the comptroller upon request. "' 2. Object code 7107 must be used for meal expenses. 3. Object code 7106 must be used for lodging expenses. httpJ/www.window.state.txus/comptroUsan/fm manu~ls/tag_man/tag 3.04.htm1 2127/03 Travel Allowance Guide -Chapter 3 ~" [Previous ] [Next ] [ TOC ] gage ~+ or ~+ Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on_State G_ove.r_nment Co_nt_a_ ct Us Privacy and Security Policy http://www.window.state.tx.us/comptroUsan/fm manuals/tag_man/tag_3.04.htmi 2/27/03 Travel Allowance Guide -Chapter 3 rage i or 4 ^T'ravel Allowance Guide -Chapter 3 [eal and Lodging Expenses § 3.05 Overnight travel outside Texas but within the continental United States This section applies when a state employee travels to a duty point outside Texas but within the continental United States with an overnight stay outside the employee's designated headquarters. A. Meal expenses. A state employee is entitled to be reimbursed for meal expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a meal expense is not reimbursable if this section, Chapter 1 or 2, or Section 3.02 prohibits the reimbursement. If meal expenses aze reimbursable, the reimbursement per day may not exceed the rate specified in the federal travel regulations for the duty point for that day unless: . the employee has decreased the rate under Subsection (D) of this section; or . a rate for a different location applies under Subsection (E) of this section. This reimbursement limit applies without a carry over from one day to another. For example, assume that the maximum meal reimbursement rate for duty point 1 is $34 per day and the maximum for duty point 2 is $42 per day. If a state employee incurs meal expenses of $22 at the first duty point and $54 at the second duty point, only $64 of those expenses are reimbursable. If the rate specified in the federal travel regulations for a duty point changes in the middle of a state employee's stay at the duty point, then the change applies to the expenses incurred after the change. An example of a change is the switch from a high season rate to a low season rate. Meal expenses incurred while traveling to and staying at a duty point the day before official state business begins at the duty point are reimbursable. Meal expenses incurred while traveling to and staying at a duty point more than one day before official state business begins at the duty point are not reimbursable unless: . the expenses are incurred to qualify for a discount airfare according to Section 2.1 l; or ...._. • traveling to the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.1 I . Meal expenses incurred while staying at and traveling from a duty point the day after hbtpJ/www.window.state.tx.us/comptroUsan/fim manuals/tag man/tag_3.OS.htm1 2/27/03 Travel Allowance Guide -Chapter 3 rttgG ~ v~ -~ official state business ends at the duty point are reimbursable. Meal expenses incurred while ' staying at and traveling from a duty point more than one day after official state business ends at the duty point are not reimbursable unless: . the expenses aze incurred to qualify for a discount airfare according to Section 2.11; or . traveling from the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. B. Lodging expenses. A state employee is entitled to be reimbursed for lodging expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a lodging expense is not reimbursable if this section, Chapter 1 or 2, or Section 3.02 prohibits the reimbursement. If lodging expenses aze reimbursable, the reimbursement per day, per commercial lodging establishment may not exceed the rate specified in the federal travel regulations for the duty point for that day unless: • the comptroller has designated a higher rate under Subsection (C) of this section; or • the employee has increased the rate under Subsection (D) of this section; or . a rate for a different location applies under Subsection (E) of this section. This reimbursement limit applies without a carry over from one day to another or from one commercial lodging establishment to another. For example, assume that the maximum lodging reimbursement rate for duty point 1 is $65 per day and the maximum for duty point 2 is $100 per day. If a state employee incurs lodging expenses of $50 at the first duty point and $115 at the second duty point, only $150 of those expenses are reimbursable. If the rate specified in the federal travel regulations for a duty point changes in the middle of a state employee's stay at the duty point, then the change applies to the expenses incurred after the change. An example of a change is the switch from a high season rate to a low season rate. Lodging expenses incurred at a duty point the night before official state business begins at the duty point are reimbursable. Lodging expenses incurred at a duty point more than one night before official state business begins at the duty point are not reimbursable unless: the expenses are incurred to qualify for a discount airfare according to Section 2.11; or . traveling to the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. Lodging expenses incurred at a duty point the night after official state business ends at the duty point are reimbursable. Lodging expenses incurred at a duty point later than the night following tie end of official state business at the duty point are not reimbursable unless: httpJ/www.window.state.bc.us/comptroUsadfin manuals/tag_manftag 3.OS.htm1 ?l27/03 Travel Allowance Guide -Chapter 3 rage 3 or 4 • the expenses are incurred to qualify for a discount airfare according to Section 2.11; .-.. or • traveling from the duty point reasonably requires more than one day and the expenses are reimbursable under Section 3.11. C. Federal travel regulations. The federal travel regulations contain maximum meal and lodging reimbursement rates for selected municipalities and counties in each state. If the regulations do not specifically list a duty point, then the maximum rates for the county in which the duty point is located apply. If the regulations do not list a duty point or the county in which the duty point is located, then the median of all the rates for the state apply when traveling to the duty point. A state agency may request the comptroller to designate a maximum lodging reimbursement rate for a duty point that is higher than the corresponding federal rate. The request must be on the form adopted by the comptroller and received by the comptroller not later than the 10th working day before travel begins. The comptroller will approve the request only if: . the agency states that it has confirmed with a travel agent that no safe lodging is available for less than or equal to the maximum lodging reimbursement rate for the duty point; or . the request shows that approval of the request would result in a decreased total cost of ,^ travel to the state. The mere statement that "a rental car would not be used" is insufficient to show that a decreased total cost of travel would result from the comptroller's approval of a higher maximum lodging reimbursement rate. The cost savings must be shown through mathematical calculations which compare the travel expenses that would be incurred without a higher maximum rate to those that would be incurred with the higher maximum rate. For a state employee or agency that is required to participate in the General Services Commission's (GSC) contracts with commercial lodging establishments, the cost of commercial lodging that would be used if the comptroller were to disapprove a higher rate must be equal to the lesser of (1) the maximum lodging reimbursement rate for the duty point under the federal travel regulations; or (2) the highest available contracted rate for the duty point under those contracts, if a contracted commercial lodging establishment is available in the duty point. For a state employee or agency that is not required to participate in the GSC's contracts with commercial lodging establishments, the cost of commercial lodging that would be used if the comptroller were to disapprove a higher rate must be equal to the maximum lodging reimbursement rate for the duty point under the federal travel regulations. The comptroller's designation of a higher maximum lodging reimbursement rate applies: • only to travel that begins after the designation occurs; and ,._,_ • only for the trip for which the designation is requested. D. Increasing the maximum lodging reimbursement rate. A state employee may reduce the maximum meal reimbursement rate for a duty point and httpJ/www.window.state.tx.us/comptroUsan/frn manuals/tag manhag 3.OS.htm1 2/27/03 Travel Allowance Guide - Chapter 3 rz~~c -r ~~ -. use the reduction to increase the maximum lodging reimbursement rate for the duty point. E. Inability to obtain reasonable lodging in a duty point. This subsection applies when a state employee obtains lodging outside a duty point because the employee is unable to obtain reasonable lodging in the duty point. If the meal expenses incurred on the day the lodging is obtained are reimbursable, the meal expenses reimbursement for the day may not exceed the greater of: . the maximum meal reimbursement rate for the state employee's duty point; and . the maximum meal reimbursement rate for the location where the lodging is obtained. If the lodging expenses are reimbursable, the reimbursement may not exceed the maximum lodging reimbursement rate for the location where the lodging is obtained. Voucher and Documentation Requirements: 1. The supporting documentation for a meal or lodging expense subject to this section must satisfy all the following requirements. a. The supporting documentation for the payment or reimbursement of a lodging expense must include, when applicable, the original or a copy of the comptroller's approval of a higher Lodging rate. ..... b. The travel voucher/form must include a daily itemization of the meal and lodging expenses incurred. c. This paragraph applies only if a state employee obtained lodging outside the employee's duty point and the employee does not want the applicable maximum meal and lodging reimbursement rates to be the rates for the duty point. The supporting documentation must include a statement that the employee was unable to obtain reasonable lodging in the duty point. 2. Object Code 7116 must be used. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Window on State Government Texas Comptroller of Public Accounts Contact Us Privacy and Security Policy httpJ/www.window.state.tx.us/comptroUsan/fm manualsft~g man/tag_3.OS.htm1 ?J27/03 Travel Allowance Guide -Chapter 3 rage i of ~ ...Travel Allowance Guide -Chapter 3 teal and Lodging Expenses § 3.1 o Travel to multiple duty paints without an intermediate return to a designated headquarters This section applies when a state employee travels to more than one duty point outside the employee's designated headquarters without an intermediate return to the headquarters. A. Meal expenses. 1. Overnight travel. If a state 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. For example, if a state employee travels on the same day to duty point A with a maximum meal reimbursement of $30 per day, duty point B with a maximum of $25, and duty point C with a maximum of $26, then the maximum reimbursement for all meal expenses incurred during the day is $30. This conclusion is valid even if all meals are purchased in duty point B or C. ,~. If a state employee travels to a duty point during a calendar day and a different duty point the next calendar day, then: . the maximum meal reimbursement for the first day is equal to the maximum meal reimbursement rate for the duty point visited on the first day; and . the maximum meal reimbursement for the second day is equal to the maximum meal reimbursement rate for the duty point visited on the second day. 2. Non-overnight travel. This subdivision applies if a state employee travels to multiple duty points without an intermediate return to the employee's designated headquarters and without an overnight stay outside the headquarters. If at least one of the duty points is within Texas and at least one of the duty points is outside Texas but within the continental United States, then the maximum meal reimbursement rate for the day is $26. If all the duty points are within Texas, then the maximum meal reimbursement rate for the day is $25. If all the duty points are outside Texas but within the continental United States, then the maximum meal reimbursement rate for the day is $26. httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag 3.10.htcnl ?J27/03 Travel Allowance Guide -Chapter 3 rage ~ or ~ B. Lodging expenses. If a state employee travels to more than one duty point on the same day, then the maximum lodging reimbursement for the day is equal to the maximum lodging reimbursement rate for the last duty point visited. For example, if a state employee travels during a day to duty point D with a maximum rate of $75 and duty point E with a maximum rate of $100, then the maximum reimbursement for lodging expenses during the day, per commercial lodging establishment, is $100. If a state employee travels to a duty point during a calendar day and a different duty point the next calendar day, then: . the maximum lodging reimbursement for the first day is equal to the maximum lodging reimbursement rate for the duty point visited on the fast day; and . the maximum lodging reimbursement for the second day is equal to the maximum lodging reimbursement rate for the duty point visited on the second day. C. Inability to obtain reasonable lodging in the last duty point. This subsection applies when a state employee obtains lodging outside the employee's last duty point of the day because the employee is unable to obtain reasonable lodging in the duty point. If the meal expenses are reimbursable, the reimbursement may not exceed the greater of: . the maximum meal reimbursement rate for each duty point visited by the employee during the day that the lodging is obtained; and . the maximum meal reimbursement rate for the location where the lodging is obtained. If the lodging expenses are reimbursable, the reimbursement may not exceed the maximum lodging reimbursement rate for the location where the lodging is obtained. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policy httpJ/www.window.st~~e.tx.us/comptroUsan/fm manuals/tag man/tag_3.10.htm1 2/27/03 Travel Allowance Guide -Chapter 3 Yage t of s „ravel Allowance Guide -Chapter 3 Seal and Lodging Expenses § 3.11 Multi-day travel to or from a duty point A. Travel to a duty point. This subsection applies when a state employee's traveling to a duty point reasonably requires more than one day. The maximum that a state agency may reimburse the employee for meal expenses incurred during a day is equal to the maximum meal reimbursement rate for the location in which lodging is obtained on that day. If lodging is not obtained on that day, then the maximum reimbursement is equal to the maximum rate for the location in which lodging is first obtained after that day. The maximum per commercial lodging establishment that a state agency may reimburse the employee for lodging expenses incurred on a day is equal to the maximum lodging reimbursement rate for the location in which lodging is obtained. The following examples illustrate this subsection. Example 1: A state employee's designated headquarters is El Paso. The employee needs to conduct official state business in Los Angeles. The employee drives instead of flies to Los Angeles for official reasons. The employee obtains lodging in Phoenix at 7:00 p.m. on the first day of driving. The employee reaches Los Angeles on the second day of driving. The maximum that the employee may be reimbursed for meal and lodging expenses incurred during the fast day is equal to the maximum meal and lodging reimbursement rates for Phoenix. The maximums for the second day are equal to the maximum rates for Los Angeles. Example 2: A state employee's designated headquarters is Brownsville. The employee needs to conduct official state business in Great Falls, Montana. The employee drives instead of flies to Great Falls for official reasons. The employee leaves Brownsville on the first day but does not obtain lodging until reaching Casper, Wyoming at 1:00 a.m. on the third day. The employee reaches Great Falls and obtains lodging at 6:00 p.m. on the third day. The maximum that the employee may be reimbursed for meal expenses incurred during the fast and second days is equal to the maximum meal reimbursement rate for Casper. The maximum reimbursement for the lodging expenses incurred in Casper is equal to the maximum lodging reimbursement rate for Casper. The maximums for the third day are equal to the maximum rates for Great Falls. Example 3: A state employee's designated headquarters is Houston. The employee travels on the first day to New Orleans to conduct official state business. While in New Orleans on the second day, the employee leams that the employee needs to travel to Johannesburg, ,_._ South Africa. to conduct official state business. On the third day, the employee flies to New York City and obtains lodging there because a same day connection to Johannesburg is impossible. The employee flies from New York City to Johannesburg on the fourth day. The maximum that the employee may be reimbursed for meal and lodging expenses httpJ/www.window.state.tx.us/comptroUsan/fin manuals/tag man/tag 3.ll.html 2/27/03 Travel Allowance Guide - Chapter 3 rags ~ ui ~ incurred during the third day is equal to the maximum reimbursement rates for New York °" City. The maximums for the fourth day are equal to the actual amount of expenses incurred. B. Travel to a designated headquarters. This subsection applies when a state employee's traveling to the employee's designated headquarters reasonably requires more than one day. The maximum that a state agency may reimburse the employee for meal expenses incurred during a day is equal to the maximum meal reimbursement rate for the location in which lodging is obtained on that day. If lodging is not obtained on that day because the employee reaches the employee's designated headquarters, then the maximum reimbursement is equal to the maximum rate for the location in which lodging was last obtained. The maximum per commercial lodging establishment that a state agency may reimburse the employee for lodging expenses incurred on a day is equal to the maximum lodging reimbursement rate for the location in which lodging is obtained. The following examples illustrate this subsection. Ezample 1: A state employee's designated headquarters is El Paso. The employee conducts official state business in Los Angeles on the first day of this example. The employee begins driving back to El Paso on the second day. The employee obtains lodging in Tucson at 7:00 p.m. on the second day. The employee reaches El Paso on the third day. The maximum that the employee may be reimbursed for meal and lodging expenses ~' incurred during the second and third days is equal to the maximum meal and lodging reimbursement rates for Tucson. Ezample 2: A state employee's designated headquarters is Brownsville. The employee conducts official state business in Great Falls, Montana on the first day of this example. The employee begins driving back to Brownsville on the second day but does not obtain lodging until reaching Trinidad, Colorado at 1:00 a.m. on the third day. The employee reaches Brownsville at 10:00 p.m. on the third day. The maximum that the employee may be reimbursed for meal expenses incurred during the second and third days is equal to the maximum meal reimbursement rate for Trinidad. The maximum reimbursement for the lodging expenses incurred in Trinidad is equal to the maximum lodging reimbursement rate for Trinidad. Ezample 3: A state employee's designated headquarters is Houston. The employee conducts official state business in Johannesburg, South Africa on the first day of this example. The employee flies from Johannesburg to New York City on the second day. The employee obtains lodging in New York City on the second day because a same day connection to Houston is impossible. The employee flies to Houston on the third day. The maximum that the employee may be reimbursed for meal and lodging expenses incurred during the second and third days is equal to the maximum meal and lodging reimbursement rates for New York City. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Window on State Government htlp://www.window.state.tx.us/comptroUsan/fin manuals/tag man/tag 3.ll.html 2!27/03 'ravel Allowance Guide -Chapter 3 Texas Comptroller of Public Accounts ~. rage s of s Contact Us Privacy and Security Polite http://www.window.state.tx.us/comptroUsan/fm manual$/tag man/tag_3.ll.html 2/27/03 Travel Allowance Guide - Chapter 3 rags ~ ui ~ ,,.'ravel Allowance Guide -Chapter 3 /Teal and Lodging Expenses § 3.12 Sharing lodging A. Each individual sharing lodging is a state employee. This subsection applies when at least two individuals shaze lodging and each of them is a state employee. A state agency shall reimburse each state employee for the employee's share of the lodging expense not to exceed the maximum lodging rate established for the duty point to which the employees traveled. For example, if two state employees share lodging in Texas and the total cost of the lodging is $100, then each state employee would be entitled to receive a lodging reimbursement of $50. Each state employee must submit a travel voucher to the comptroller to receive reimbursement. B. At least one of the individuals sharing lodging is not a state employee. This subsection applies when at least two individuals shaze lodging, at least one of them is a state employee, and at least one of them is not a state employee. 1. Only one of the individuals sharing lodging is a state employee. If only one of the individuals sharing lodging is a state employee, then the amount that a state agency must reimburse the employee for lodging expenses incurred each day is the lesser of • the room rate for a single occupancy; and • the applicable maximum lodging rate. 2. At least two of the individuals sharing lodging are state employees. If at least two of the individuals sharing lodging aze state employees, then the amount that a state agency must reimburse each employee for lodging expenses incurred each day per commercial lodging establishment is the lesser of: • the difference between the total cost of the lodging aid the additional person charges, if any, for the non-state employees sharing the lodging divided by the number of state employees sharing lodging; and . the applicable maximum lodging rate. The following example illustrates this subdivision. Three individuals share lodging at a duty -- point in Texas. Two are state employees, and the other works for a private person. The total cost of the lodging is $105 per day, including the $15 additional person charge for the third individual staying in the room. Under these facts, each state employee may be reimbursed for lodging expenses of $45 per day. http://www.window.state.tx.us/comptrollsan/fin manualsftag man/tag 3.12.htm1 2017/03 Travel Allowance Guide -Chapter 3 Yage L of L [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us ---- Pri_v_acy_._an.d _Security_ P__olic_y http://www.window.state.tx.us/comptrol/san/fm_manuals/tag_man/tag_3.12.html 2/27/03 Travel Allowance Guide -Chapter 3 rage i ui ~ ,.'ravel Allowance Guide -Chapter 3 ,deal and Lodging Expenses § 3.13 Receipt requirements A. Meal receipts. Except as provided in the voucher and documentation requirements for Section 3.23, a receipt for a meal expense is not required to be included in the supporting documentation for the payment or reimbursement of that expense. However, a state agency may require a state employee to submit a meal receipt to the agency for internal purposes. B. Lodging receipts. Except where specifically provided otherwise in the guide, the receipt issued by a commercial lodging establishment for a lodging expense incurred by a state employee or boazd member at the establishment must be included in the supporting documentation for the reimbursement or payment of that expense. Unless otherwise authorized by this subsection, the lodging receipt must be original and complete. A receipt that has been altered by any person other than the commercial lodging establishment is unacceptable. A receipt to which additional information has been added is considered unaltered for the purpose of this paragraph if the additional information does not ~' conflict with the original information on the receipt. The name and address of the establishment, the name of the employee or board member, the single room rate, and a daily itemization of the lodging chazges must be included on the receipt. If the lodging receipt is unavailable, then the supporting documentation must include the canceled check or credit card slip used to pay the commercial lodging establishment, the credit card billing on which the lodging charges appeaz, or a copy of the receipt, check, slip, or billing. Statements and affidavits are not acceptable. If a copy of the receipt is included in the supporting documentation, then the name and address of the establishment, the name of the employee or boazd member, the single room rate, and a daily itemization of the lodging chazges must be included on the copy. If the original or a copy of a canceled check, credit cazd slip, or credit card billing is included in the supporting documentation, then the name and address of the establishment, the name of the employee or boazd member, and the single room rate must be included in that documentation. This paragraph applies if the individual listed on a lodging receipt is different from the state employee named on the voucher. The lodging receipt is acceptable if the supporting documentation includes proof that the employee paid the lodging expenses for which the employee is claiming reimbursement. The proof may be in the form of a credit card slip, a credit cazd billing, a canceled check, or a receipt from the individual. If the slip, billing, check, or receipt is unavailable, only a copy of it may be included in the supporting ~' documentation in lieu of the original. Statements and affidavits are not acceptable. For the purpose of this subsection, a "copy" of a credit card slip, credit card billing, receipt, or canceled check includes a photocopy, an electronically stored version, a microfiche, or a http://www.window.state.tx.us/comptroVsan/fm manuals/tag man/tag_3.13.htm1 2/27/03 Travel Allowance Guide -Chapter 3 rage ~ of ~ microfilm of it. oucher and Documentation Requirements: 1. The supporting documentation must include a statement that the original lodging receipt is unavailable if a copy of that receipt or the original or a copy of a canceled check, credit card slip, or credit card billing is included in the supporting documentation in lieu of the original lodging receipt. 2. If a copy of the receipt provided by an individual to a state employee is included in the supporting documentation, then the documentation also must include a statement that the original receipt is unavailable. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy and Security Policx httpJ/www.window.state.tx.us/comptroUsan/fni manuals/tag man/tag_3.13.htm1 ?127/03 Travel Allowance Guide -Chapter 3 ra~C i ~i , ~.~'ravel Allowance Guide -Chapter 3 _~ieal and Lodging Expenses § 3.14 Hotel occupancy taxes A. Travel within Texas. 1. General discussion. Except as described in Subdivision (2) or (3) of this subsection, a state employee traveling on official state business within Texas is not exempt from paying a state, county, or municipal hotel occupancy tax collected by a commercial lodging establishment. A state agency shall reimburse the employee for the tax as an incidental expense. The tax is not classified as a lodging expense for the purpose of the maximum reimbursement rate for those expenses. A state agency is entitled to receive a refund of its reimbursement of a state employee for a state hotel occupancy tax. To obtain the refund, the agency must file a refund claim on the form provided by the comptroller. The form must contain the information required by the comptroller. -- A state agency is entitled to receive a refund of its reimbursement of a state employee for a county hotel occupancy tax. To obtain the refund, the agency must file a refund claim on the form provided by the county. The form must contain the information required by the county. A state agency is entitled to receive a refund of its reimbursement of a state employee for a municipal hotel occupancy tax. To obtain the refund, the agency must file a refund claim on the form provided by the municipality. The form must contain the information required by the municipality. 2. Exception for employees of institutions of higher education. A state employee of an institution of higher education is not exempt from paying a state, county, or municipal hotel occupancy tax collected by a commercial lodging establishment in Texas. However, a state employee of a state agency that qualifies as an "educational organization" is exempt from paying the state hotel occupancy tax. The employee is not exempt from paying the county or municipal hotel occupancy tax. For the purpose of this paragraph, "educational organization" includes public schools, colleges, and universities. It is possible for a particular state agency to qualify as both an institution of higher education and an educational organization. In that case, the agency is exempt from paying the state hotel occupancy tax but not from paying the county or municipal hotel occupancy tax. A state college or university may not reimburse a state employee for a state hotel occupancy httpJ/www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag_3.14.htm1 2/27/03 Travel Allowance Guide -Chapter 3 Yage 2 ot~ 3 tax charged by a commercial lodging establishment if the employee fails to present a properly completed exemption certificate to the establishment. However, this prohibition does not apply if the employee does not present the certificate because the employee is required by a college or university to conceal the employee's identity. When a state employee presents a properly completed exemption certificate to a commercial lodging establishment and the establishment refuses to honor the certificate, a state college or university may reimburse the employee for the hotel occupancy taxes chazged by the establishment. The college or university must provide the comptroller with the name of each establishment that refuses to honor a properly completed and presented exemption certificate. 3. Exception for certain state officers or employees. This subdivision applies only to a state officer or employee for whom a special provision or exception to the general rate of travel expense reimbursement under the General Appropriations Act applies and who is provided with photo identification verifying the person's identity and exempt status. The officer or employee is not required to pay a state, county, or municipal hotel occupancy tax collected by a commercial lodging establishment in Texas. B. Travel outside Texas. A state agency shall reimburse a state employee traveling outside Texas for the employee's _-.. required payment of hotel occupancy or similaz taxes. The reimbursement is classified as an incidental expense. The taxes aze not classified as a lodging expense for the purpose of the maximum reimbursement rate for those expenses. A state agency may not reimburse a state employee traveling outside Texas for a hotel occupancy or similar tax that may be rebated or refunded to the employee if the agency requires the employee to claim the rebate or refund. A state employee is entitled to be reimbursed for a hotel occupancy or similaz tax from which the employee is legally exempt only if the employee praperly claims the exemption and the commercial lodging establishment refuses to honor it. C. Maximum reimbursement. . This subsection applies only when a state employee may be reimbursed for the payment of a hotel occupancy or similar tax. If the tax is calculated as a percentage of the lodging rate, then the reimbursement may not exceed the percentage multiplied by the maximum that may be reimbursed to the employee for lodging expenses. If a state employee increases the lodging rate according to Section 3.05 or 3.06 then the reimbursement may not exceed the tax percentage multiplied by the maximum that may be reimbursed to the employee for lodging expenses as increased. ._.. )f the tax is not calculated as a percentage of the lodging rate but is based in part on the lodging rate, then the reimbursement may not exceed the tax that would be due had the lodging expenses not exceeded the maximum lodging reimbursement rate. For example, a city assesses a hotel occupancy tax on lodging only if the cost of the lodging exceeds $100 http://www.window.state.tx.us/comptroUsan/fm manuals/tag man/tag_3.14.htm1 2%27/03 Travel Allowance Guide - Chapter 3 ra~C ~ ui ~ per day. The tax is $15, regazdless of the amount by which the lodging cost exceeds $100 per day. The maximum lodging reimbursement rate for the city is $80 per day. Under these facts, the $15 tax is not reimbursable. If the tax is not based on the lodging rate in any respect, then the full amount of the tax is reimbursable regazdless of the cost of the lodging. Voucher and Documentation Requirements: 1. The receipt from the commercial lodging establishment must itemize the hotel occupancy or similar tax that the state employee paid to the establishment. 2. The supporting documenta#ion for a reimbursement of the Texas state hotel occupancy tax to a state employee of an institution of higher education or of an educational organization must include an explanation of why the reimbursement was authorized. 3. The following requirements apply only to an employee of an institution of higher education or an educational organization. Object code 7105 must be used for travel within Texas. Object code 711 S must be used for travel outside Texas but within the United States, U.S. possessions, Canada, or Mexico. Object code 7121 must be used for all other travel. 4. The following requirements apply, only to an employee who does not work for an institution of higher education or an educational organization. Object code 7105 must be used for the county and municipal hotel occupancy taxes incurred within Texas. Object code 7135 must be used for the Texas state hotel occupancy tax unless the tax is collected by a hotel in Galveston. Object code 7136 must be used for the Texas state hotel occupancy tax if the tax is collected by a hotel in Galveston. Object code 711 S must be used for travel outside Texas but within the United States, U.S. possessions, Canada, or Mexico. Object code 7121 must be used for travel outside the United States, U.S. possessions, Canada, and Mexico. uSee 34 TEX. ADMIN. CODE §§ 3.161, 3.163(c) (West 1997). 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