Texas State travelers may be reimbursed for lodging expenses incurred on a day that the traveler conducts University business outside of his or her designated headquarters. Travelers are expected to choose reasonably priced lodging with a single occupancy rate. Reservations should be made through one of the State Travel Management hotel contracts, unless the traveler meets one of the state contract exceptions. Travelers may opt to direct bill the hotel expenses by using the purchase order process.
Maximum Reimbursement Rates
Travelers will be reimbursed for actual hotel expenses not to exceed U.S. General Services Administration
(GSA) rates for in-state and out-of-state travel
. Specific GSA maximum lodging rates are assigned to designated primary destinations within each state. Rates may vary between GSA primary destinations and even within the same primary destination based on seasonal adjustments. For cities and counties not listed as primary destinations, the standard U.S. GSA maximum lodging reimbursement rate, or the continental United States (CONUS) rate, will be the maximum rate. U.S. GSA rates are updated annually on October 1st.
For foreign travel including Mexico and Canada, travelers will be reimbursed for actual lodging expenses not to exceed the U.S. Department of State
(DOS) rates. For areas not listed, refer to the country’s “Other” per diem rate. U.S. DOS rates are updated frequently.
Account managers may apply more conservative lodging rates. Account managers must notify travelers of the department's more conservative reimbursement rates prior to departure on state business.
Travelers may be reimbursed for lodging in excess of the maximum GSA reimbursement rate with pre-approval from the appropriate cabinet officer or the cabinet officer’s authorized delegate. Excess lodging amounts are reimbursable only with local funds.
For participating lodging establishments, lodging expenses may be direct billed through a purchase order to Texas State. Lodging maximum rates are still in effect.
Hotel Occupancy Taxes
Travelers are exempt from State of Texas Hotel Occupancy Taxes when traveling on official state business and must present the applicable tax exemption form
to the lodging establishment at check-in. Texas Hotel Occupancy Taxes inadvertently paid by the travelers are not reimbursable.
All other required taxes (county, city, municipal, out-of-state) or fees are reimbursable.
Allowable hotel taxes and required fees are reimbursable proportionate to the lodging reimbursable room rate. For example, a traveler’s hotel expense is $100.00 for the room and $10.00 for reimbursable taxes and fees. If the traveler was only approved for $70.00 or 70% of the actual room rate, then only $7.00 in taxes and fees will be reimbursed.
Calculate percentage of reimbursable room rate $ 70.00 ÷ $ 100.00 = .70 or 70%
Calculate reimbursable amount of taxes and fees $ 10.00 x .70 = $ 7.00