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Travel Office

 Welcome to Travel

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.

Announcements & Updates

FORD 12 and 15 Passenger Van Rentals

Due to a recall from the Ford Motor Company, no passenger vans were to be available to rent from the University’s contracted rental vehicle agencies, Avis and Enterprise, until mid-May.

However, on May 1st, the San Marcos Enterprise branch received 7 vans available for rent.  If you need a van rental, please call the San Marcos branch at (512) 396-2988 and ask for Danny or Sam.  You will need to provide your 10-digit trip number when making the rental arrangements. Also, remember that the minimum age to drive a van is 21 years of age.

If you cannot rent a van from Enterprise, and until the inventory is fully restored at Avis (12-passenger) and Enterprise, the Travel Office suggests these options:

  • Rent multiple vehicles from Avis or Enterprise to accommodate all of the travelers;
  • Use personal vehicle(s) and seek mileage reimbursement;
  • Use a combination of rental vehicles from Avis or Enterprise and personal vehicles.

As this situation changes or is resolved, the Travel Office will provide that information on its RSS page.

         San Antonio International Airport Construction Update

          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

New - Mileage Rate Update

Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2016, is 54.0 cents per mile. Texas State’s maximum mileage reimbursement rate for travel occurring between January 1, 2015 and December 31, 2015, was 57.5 cents per mile. Please use the correct Mileage Rate that applies to the dates of travel.

Travel Funds Commitment Process

The Travel Funds Commitment process for 2015 is now available.  Note that when creating the new fiscal year travel funds commitment, the trip number will begin with “20145” which is a system generated document number.

          University Travel Policies and Procedures Now Available to View

          The File below is a comprehensive overview of the University’s general travel policies and procedures.

           Travel Policies & Procedures

Citibank Update - Online Application Available

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.

Sending Travel Requests

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.

Sending Travel Expense Reports

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.

Travel Contract Exception Form - Policy Change

Effective immediately, the Travel Contract Exception Form is no longer required unless you are paying from state appropriated funds.  Read more...

Approvals & Tolerance Levels

Who needs to approve your travel request/application?  Electronic Signatures are accepted.

          In-State Travel

  • Traveler's Account Manager(s)

          Out-of State Travel

  • Traveler's Account Manager(s)

          Foreign Travel (includes Canada and Mexico)

  • Traveler's Signature on 'Request for Foreign Travel Approval and Release of Liability & Assumption of Risk' 
  • Traveler's Account Manager(s)
  • Provost/Cabinet Officer
  • President (if applicable)
  • Office of Research and Compliance (ORC)

          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, then no additional approval is needed on the expense reimbursement.

If the travel reimbursement does not exceed the approved Funding within the tolerance of the encumbrance of the travel request/application, then no additional approval is needed.

Tolerance is defined as:

  • The greater of $50 or 10%, but not to exceed $200 for in-state and out-of-state trips; or
  • The greater of $100 or 10%, not to exceed $500 for foreign trips.