Texas State University Logo

Quick Links

Campus Links

Join the Conversation

adjust type sizemake font smallermake font largerreset font size

 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.

Here are some quick travel notes for your travel planning. If you need additional assistance, click under  Procedures, Services, or contact us at 245-2775 or e-mail at travel@txstate.edu.

Announcements & Updates

Travel Funds Commitment Process


The SAP Travel Funds Commitment process is available for use March 24, 2014. The paper Travel Application Process will no longer be available after March 31, 2014. The new process for non-employee travel will use the SAP Travel Funds Commitment functionality to enter the travel information and then route electronically for approval. The creation of the Travel Funds Commitment in SAP is quite simple and detailed instructions are located at: http://www.txstate.edu/gao/ap/travel/procedures/sap-travel-funds-commitment.html

          University Travel Policies and Procedures Power Point Now Available to View

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

           Travel Policies & Procedures

          Foreign Travel T-4 Form

           Effective immediately, the T-4 form is only required for Texas State employees and students. 
           Non-Texas State personnel no not need to complete a T-4 form.

Revised Procedures for Selecting Destinations in TRAVELTracks

The file below is a set of instructions to provide assistance in selecting a destination in the new TRAVELTracks functionality.  If you have any problems or questions concerning the instructions, please call the Travel Office at 245-2775 for assistance.

Revised Procedures for Selecting Destinations in TRAVELTracks

New - Mileage Rate Update

Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2014, will be 56 cents per mile. Please use the correct Mileage Rate that applies to the dates of travel.

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)
  •      Dean or Vice President (only if Excess Lodging requested)

          Out-of State Travel

  •      Traveler's Account Manager(s)
  •      Dean or Vice President (covers Excess Lodging)

          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)
  •      Dean or Vice President (covers Excess Lodging)
  •      Provost/Cabinet Officer
  •      President
  •      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.

If the travel reimbursement does not add the need for Excess Lodging approval that was not on the travel request/application, then no additional approval is needed.