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Forms

Forms for Texas State Employees

(may require supplemental forms as appropriate)

Supplemental Travel Forms

T-1 Transportation Cost Equivalency Form

To support cost effectiveness of mileage reimbursement for an out-of-state trip versus purchasing airfare and other related costs

T-3 Daily Mileage Worksheet

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

T-4 International Travel Release of Liability, Indemnification, and Assumption of Risk Agreement

This form is used for all employee or student international travel. Note that the agreement section of the form is only applicable if the employee is traveling 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.  The traveler should read all sections of the form and comply with each before and during travel as applicable (e.g. monitor travel levels, register with International SOS, etc.).  Texas State employees and students must submit Travel Requests at least 10 business days prior to departure to ensure timely approval. The completed and signed form(s) must be attached to the Travel Request or Funds Commitment. See below if a minor and/or guest is traveling with a Texas State employee or student.

T-4G Release of Liability and Assumption of Risk for Foreign Travel for Guests

This form is used for travel with a Texas State employee or student (same itinerary).  Guests over 18 years old who are traveling with Texas State employees or students must submit at least 10 business days prior to departure. The completed and signed form(s) must be attached to the Texas State employee or student's Travel Request.

T-4M Release of Liability and Assumption of Risk for Foreign Travel for Minors

This form is used for travel with a Texas State employee or student (same itinerary).  Minor Texas State employees, students, and non-Texas State personnel traveling with Texas State employees and students must submit at least 10 business days prior to departure. The completed and signed form(s) must be attached to the Texas State employee or student's Travel Request.

T-5 Travel Advance Request Form

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

T-6 Travel Return on Advance Form

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

T-11 Travel Funds Commitment Advance Recon Form

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.

T-11M Travel Funds Commitment Advance Recon Form

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 that is paid from more than one account.

T-102 Non-Overnight Meal Allowance

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

Report of State Agency Travel to Washington DC

Office of State-Federal Relations (OSFR)

Tax Exemption

12-302 Texas Hotel Occupancy Tax Exemption Certificate

To receive state hotel tax exemption from the Texas hotel vendor.

14-305 Motor Vehicle Rental Tax Exemption Certificate

To be used when employees are renting a vehicle and paying 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

Required for prospective employees, students, consultants, or other non-Texas State employees not in the TRAVELTracks system.

T-10 Travel Authorization

To receive approval for official business travel and to encumber funds for Non-Texas State employees.