Original receipts must accompany a completed Travel Expense Reimbursement Form for expenses to be reimbursed.  If original receipts are not available and “alternative” documentation is used (such as a copy of a receipt, a credit card slip or copy of  canceled check), there must be a written explanation for the reason that original receipts are not available.  This written explanation must accompany the Travel Voucher.  Failure to do so will delay processing of the travel reimbursement and may result in disallowed expenditures.  Below are examples of receipts needed, frequent problems with travel documentation, and a list of expenses which are not reimbursed.

Type of receipts required:

• Transportation by airline, railroad, rental car, taxi or limo
• Parking and tolls
• Lodging
• Registration fees and agenda required
• Miscellaneous expenses (example: long distance business calls)

Frequently missing supporting documentation required to process Travel Expense Reimbursement Form:

• Travel Management Compliance Certification form
• Original receipts
• Original centrally billed airline tickets
• Agenda, when claiming registration fee
• Claimant and account manager signatures on Travel Expense Reimbursement Form
• Date and time of departure and return
• Lodging receipts showing single room rate, employee’s name, designated headquarters, and a daily breakdown of lodging
• Benefit to TxState
• Business related phone calls/ number and business nature of the call

Expenses not reimbursed:

• Alcoholic beverages
• Tips and Gratuities
• Excess baggage charges for personal belongings
• Expenses not related to official State business
• Laundry or cleaning
• Personal entertainment
• Flight insurance
• Membership dues
• Meals for non-overnight stay (partial per diem)
• Losses caused by exchange rate fluctuation
• State of Texas hotel occupancy tax
• Expenses incurred on behalf of another person
• Expenses, with the exception of parking, that are related to the operation of a personal owned vehicle