A cardless business account to which airline tickets may be charged, which bills your University account directly. Only business airfare charges can be applied to the CBA account.

Contract airlines can be found on the State Travel web page The list is in alphabetical order with the maximum contract rate to be charged.

Meals are not reimbursed at a flat per diem rate. You may be reimbursed only for your actual meals, not to exceed the maximum rates specified in the schedule. Meal receipts are not required, when submitting a travel voucher.

No. Partial per diem is not reimbursed, due to Treasury Decision 8324. The IRS determined that partial per diem should be treated as wages and are subject to tax withholdings at the time of payment.

When an employee purchases a package of at least two of the following: meals, lodging, transportation, incidentals, and registration fees, the travel voucher must separately state the cost of each type of travel arrangement included in the package. Each type is reimbursable only to the extent it would be reimbursed had it not been included in the package. For example, if a package of travel arrangements includes a lodging expense in Texas of $90 per day, per commercial lodging establishment, then only $85 of the expenses is reimbursed. ($85 maximum rate in Texas effective 9/1/2005).

When two or more persons share lodging the reimbursement rate may not exceed the maximum lodging rate to which the employees traveled. Each employee must submit a travel voucher to the Travel office to receive reimbursement. If the employee listed on the lodging receipt is different from the employee named on the voucher because the two shared lodging, then the lodging receipt will be acceptable if the employee named on the voucher attaches to the voucher 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 receipt, a canceled check, or a receipt from the other employee.

Coordination of travel must occur when two, three or four employees employed by Texas State University travel on the same dates with the same itinerary to conduct business at the same duty point. Coordination of travel is required for each group of four employees and one car for any fraction of a multiple of four employees.

Employees who can not coordinate travel in one vehicle due to work related reasons may be reimbursed, IF prior written approval from the appropriate Vice President is attached to each employees travel voucher. Determination must be made on a trip-by-trip basis and must specifically state that coordination was not feasible and the business reasons for the infeasibility.

Expenses for tips/gratuities are not reimbursable. See Pocket Travel Guide for other expenses not reimbursed.

Texas State employees qualify as an “educational organization” and are exempt from paying state hotel occupancy tax. The employee is not exempt from paying the county or city hotel occupancy tax. If the employee fails to present a properly completed exemption certificate they may not be reimbursed the 6% state tax. Forms can be presented at the time of check-in and can be printed from www.vpfss.txstate.edu/fsspolicies/03_05_53.htm.