The Accounts Payable & Travel Office is dedicated to supporting the educational goals of the University through business travel and providing efficient, knowledgeable, accurate, and timely service.
The Travel Office audits each direct billed airfare booking, ensuring that the information matches information on the Travel Request (TR)/Funds Commitment (FC). One of the most critical data fields on the TR/FC is the spelling of the traveler’s name. Since the TR pulls the employee name from the SAP Human Resources (HR) record, it is crucial that the employee’s name in the HR record matches their government issued documents (e.g. driver’s license, birth certificate, passport, etc.).
When a non-employee or (in limited cases) an employee travels under a FC, the Travel Office audits the direct billed airfare booking against the name that was manually entered on the FC. It is imperative that the traveler’s name on the FC matches the traveler’s name on their government issued identification document(s).
In either case, if the traveler’s name on the TR/FC does not match their legal document(s), the traveler’s airline ticket may be issued with an incorrect name. When either situation results in a fee to re-issue the ticket with the correct name, the fee must be absorbed by the university department.
To prevent this from happening, the Travel Office strongly recommends that departments work with HR to correct any instances where an employee’s name in the HR record does not match their government issued identification documents. Where a mismatch is known and it is not possible to correct the HR record prior to ticketing the trip, the correct spelling must be prominently noted in the TR comments section or entered in the FC.
Please select the following link to review construction and parking updates at the San Antonio International Airport. You may want to review this information if you use this airport as it may require additional time for parking and subsequently to reach the flight gate. Travel Assistants should inform others in their department who may use this airport.
Construction and Parking Updates
Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2017 is 53.5 cents per mile. Texas State’s maximum mileage reimbursement rate for travel occurring between January 1, 2016 and December 31, 2016 was 54.0 cents per mile. Please use the correct Mileage Rate that applies to the dates of travel.
Travelers who wish to have an individual liability travel charge card can apply for a card online. See our updated State Charge Card website for updates and application details.
Effective immediately, travel assistants may “save and send” travel requests on behalf of the travelers. This process change does not modify the traveler’s signature requirements for the expense reports and the Foreign Travel/Release of Liability Form. Be sure to attach the signed release of liability form to the travel request before submitting to workflow.
Effective immediately, travel assistants may “save and send” travel expense reports on behalf of the travelers when a zero dollar reimbursement to the traveler is submitted This process change does not modify the traveler’s signature requirements for the expense reports with a reimbursement to the traveler.
Who needs to approve your travel request/application? Electronic Signatures are accepted.
Out-of State Travel
Foreign Travel (includes Canada and Mexico)
Grant funded travel requires additional approval from the Office of Sponsored Programs (OSP).
What is the relationship between pre-approved travel and the travel reimbursement?
If there is no change of the Account Assignment(s) on the approved travel request/application, no additional approval is needed on the expense reimbursement.
If the travel reimbursement does not exceed the approved Funding within the encumbrance tolerance of the travel request/application, no additional approval is needed.
Tolerance is defined as: