Effective October 1, 2009, Texas State has adopted new policies regarding lodging and meal reimbursement rates. 

There will be a transitional period through December 31, 2009, where reimbursements approved under the old policies noted below will be processed without requiring amendments or additional approvals. Beginning January 1, 2010, all reimbursements must be processed under the new policies.

Policies Effective through September 30, 2009

In-state guidelines for meals and lodging

Employees traveling within the State of Texas to conduct official state business are reimbursed actual meal expenses not to exceed $36.00 per day.  Meal receipts are not required with the Travel Voucher.

Lodging expenses incurred on the day the employee conducts official state business may not exceed the State Contracted rate listed in guide or actual expense not to exceed $85.00 per night.

Out-of-State guidelines for meals and lodging

Employees traveling to out-of-state locations may be reimbursed for actual meal (meal receipts are not required with the Travel Expense Reimbursement Form) and lodging expenses not to exceed the State Contracted rates listed in guide or the State allowable rates listed under Out-of-State Meal and Lodging Rates at https://fmx.cpa.state.tx.us/fm/travel/out_of_state/index.php.

Out-of-Country guidelines for meals and lodging (included Mexico, Canada, Alaska, Hawaii and U.S. Possessions)

Employees traveling to out-of-country locations are entitled to actual meal and lodging expenses with original receipts.

NOTE:   Meal and lodging expenses incurred while staying at and traveling to or from a duty point the day before or after official state business are payable.  Meals and lodging while staying at and travel to or from a duty point, more than one day before and after official state business begins or ends may not reimbursed unless the expenses are incurred to qualify for a discount airfare (attached information to support meal and lodging expenses).

Also, see Chapter 3 in the State of Texas Travel Allowance Guide.
 

Excess Lodging Expenses

”Excess” lodging expenses for amounts higher than the state-specified rate may be reimbursed under special circumstances only (as approved by President’s Cabinet, 10/16/2000).  Such “excess” reimbursements must be paid from sources other than educational and general funds and require prior approval by the divisional Vice President on the Travel Application form.  Failure to obtain prior approval for excess lodging expenses may result  in disallowance of the “excess” portion for reimbursement.

The circumstances under which excess lodging may be reimbursed include:
 

• Specialized training or other travel required by the university and for which lodging at the State rate is not readily available.
• Travel required under a grant or contract may be reimbursed up to the IRS-allowed rate, subject to restrictions of the funding source.