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Accounts Payable Travel Office
Texas State Accounts Payable Travel Office Travel FAQs

Travel FAQs

Frequently Asked Questions

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  • The Travel Office adheres to the below processing timelines upon receipt of complete and accurate requests:

    • Travel Requests - TWO (2) Business Days
      • If changes or corrections are required, the TR will be sent back to the requestor, the processing time extended, and approval may be delayed.
    • Expense Reports - TEN (10) Business Days
      • If changes or corrections are required, the ER will be sent back to the requestor, the processing time extended, and reimbursement may be delayed.

  • In certain circumstances, significant changes to the approved TR can arise. Significant changes may include the destination, dates, or cost overages in excess of allowed tolerances, possibly due to uncontrollable health emergencies, economic factors, security and safety concerns, and natural disaster situations.

    • If an international travel emergency occurs, always contact the university’s Duty of Care provider for assistance.
      • Do not contact the Duty of Care provider for non-emergency changes; they do not offer traveler convenience assistance.
      • For significant changes to a direct bill airfare or lodging reservation, contact Corporate Travel Planners to make the change.
    • For significant changes to domestic direct bill airfare or lodging reservations, contact Corporate Travel Planners.

    If there is a valid business purpose for the change, regardless of the destination, you must make the necessary changes and submit the actual costs on the trip Expense Report.

    For questions regarding COVID-19 during international travel, please see the Additional Resources section on the Duty of Care page for guidance.

  • When booking package reservations through independent travel sites such as Expedia or Priceline, the package receipt may not automatically itemize airfare and hotel costs.

    • If the costs are combined, enter the entire amount as "Airfare" expense type on the ER.
    • If the costs are listed individually, they must be entered as separate expense types on the ER.

    Both the number of travelers and cost per traveler must be provided, if not already stated on the package receipt.

  • No. Employees must personally pay for costs incurred, such as roadside assistance and tire repairs, while driving their personal vehicle for university business.