Texas State University Travelers
Texas State travelers may be reimbursed for lodging expenses incurred on a day that the traveler conducts University business outside of his or her designated headquarters. Travelers are expected to choose reasonably priced lodging with a single occupancy rate. Reservations should be made through one of the State Travel Management hotel contracts, unless the traveler meets one of the state contract exceptions. Travelers may opt to direct bill the hotel expenses by using the purchase order process.
- Must be a commercial lodging establishment
- Must be outside of designated headquarters
- Only for traveler’s own actual lodging expense
- Requires an acceptable, original receipt with the name of the commercial lodging establishment, the name of the traveler, the single room rate, and daily and itemized charges
- Maximum rates based on the location of the lodging establishment, not the duty point
Maximum Reimbursement Rates
Hotel Occupancy Taxes
- Lodging expenses incurred the night before official business begins and the night after official business ends may be reimbursable if the expenses are incurred to qualify for discount airfare or if travel to or from duty point reasonably requires more than one day.
- Cancellation charges, or “no show” fees, may be reimbursable if the charge is incurred for an official business reason, natural disaster, illness or personal emergency. A justification statement and approval by the account manager is required on the travel reimbursement form.
- Shared lodging between travelers is reimbursable to one of the travelers if it does not exceed the maximum reimbursement rate. If the room rate exceeds the maximum reimbursement rate, either excess lodging approval is required for one traveler to be reimbursed, or the cost must be split between the two or more travelers and individual requests for reimbursements must be submitted. Individual receipts showing the traveler’s pro-rate share of the split costs will be required for each request for reimbursement.
- Example 1: If two travelers share a room while attending a conference and the room rate is within the allowable maximum, one traveler may pay and be reimbursed for the entire lodging expenses.
- Example 2: If two travelers share a room while attending a conference and the room rate exceeds the allowable maximum, one traveler must obtain excess lodging approval to be reimbursed for the entire lodging expense.
- Example 3: If two travelers share a room while attending a conference and the room rate exceeds the allowable maximum, the two travelers must split the cost to be reimbursed individually and be within the allowable maximum. Each traveler must provide a receipt in his or her name showing his or her pro-rate share of the split costs to be reimbursed.
- Lodging expenses incurred while on foreign travel with a host or other non-commercial establishment and for which receipts are not available will require adequate justification and documentation with account manager approval.
- For a faculty or staff sponsor traveling with a student group, refer to Student Group Travel Procedures for policies regarding group travel reimbursement.
- Meals and Incidentals Expenses (M&IE) per diem rates may not be decreased to increase allowable lodging rates.