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Forms

Travel Office

Supplemental

To demonstrate the cost effectiveness of a mileage reimbursement for an out-of-state trip versus purchasing airfare and other related costs.

To assist in recording daily or routine mileage counts which are subject for reimbursement.

T-4 Travel Release (PDF, 203 KB)

To be completed by all Texas State employees and students traveling internationally. The completed and signed form(s) must be attached to the personnel's Travel Request or Funds Commitment at least 10 business days prior to departure.

NOTE: The agreement section is only applicable if traveling to or remaining in a country with a Level 3 warning at any point before or during travel. Conversely, the agreement section is not applicable for travel to a country or region with a Level 1 or 2 warning.  Travelers should read all form sections and comply with each before and during travel, as applicable (e.g. monitor travel levels, register with International SOS, etc).

For minors and/or guests traveling with Texas State personnel, see the T-4G and/or T-4M forms.

To be completed by guests over 18 years old traveling with a Texas State employee or student on the same itinerary. The completed and signed form(s) must be attached to the Texas State personnel's Travel Request at least 10 business days prior to departure.

To be completed by guardians of a minor traveling with a Texas State employee or student on the same itinerary.  This includes minor Texas State employees, students, and non-Texas State personnel. The completed and signed form(s) must be attached to the Texas State personnel's Travel Request at least 10 business days prior to departure.

To request travel advances for meals on student group travel or foreign travel only when using the travel funds commitment trip approval process.

To deposit unused Travel Advance funds. The completed form and cash or check should be taken to Student Business Services (JCK 188) for processing.

Instructions and forms for completing a travel advance (T-5 Form) reconciliation for grant participants and multiple advances using the travel funds commitment trip approval process.

Instructions and forms for completing a travel advance (T-5 Form) reconciliation for grant participants and multiple advances using the travel funds commitment trip approval process which is paid from more than one account.

To approve a taxable meal allowance for travelers with frequent non-overnight travel.

State-Funded Travel to DC

Access from this webpage the PDF form to submit details for travel to Washington, DC to the Texas Office of State-Federal Relations.

Tax Exemption Forms

Please visit the Tax Compliance Forms page on the Payroll & Tax Compliance website and scroll to the "TXST Tax Compliance Forms" section for the following travel-related tax exemption forms:

12-302 Texas Hotel Occupancy Tax Exemption Certificate

To receive state tax exemption from the Texas hotel vendor.

14-305 Motor Vehicle Rental Tax Exemption Certificate

To be used when employees are renting a vehicle with a personal or corporate travel card. Complete page 1 only; rental cars secured with a purchase order will automatically receive the tax exemption.

Non-Texas State Employees

To receive approval for official business travel and encumber funds for non-Texas State employees. Required for prospective employees, students, consultants, or other non-Texas State employees not in TRAVELTracks.