State accounts start with a “1”.
Travel is not allowed on 12XXXX state accounts (includes 5215 and 3XXX object codes).
Student Travel (3410), Business Meals (6340) & Foreign Travel (3310) are not allowed on STATE funds.
Gratuities/tips are not allowed on STATE funds.
Laundry expenses are not allowed on State Funds.
Airfare, Hotel & Rental Cars
Airfare, hotel & rental cars paid from state funds are required to adhere to STMP guidelines and contracts, unless defined as a valid exception (lower cost to the state, unavailability of Contract Travel Services, Special Needs, In Travel Status, Group Program).
The State Contract Exception Form must be attached OR the exception must be noted on the Expense Report. This form is used to explain why a state contracted vendor and/or state contracted rate was not obtained. STMP contracts and other resources can be found at: http://www.window.state.tx.us/procurement/prog/stmp/
Airfare
AIRFARE must be paid on CBT travel card. If not on CBT card, it must be paid on LOCAL funds.
If a flight is purchased less than 2 weeks prior to the departure date, justification as to why must be explained in Concur.
Rental Car
A justification is needed if a state contracted rental car is not used using the state contracted rates. Upon making reservations, provide TEES or TAMU contract identification number (see rate sheets on TEES website or on STMP site). LDW and liability insurance are included on most contract rentals.
The 10% Texas Motor Vehicle Rental tax cannot be paid on any source of TEES funds. It is very important that the traveler presents an exemption form to the rental car company and asks for the exemption.
Can pay for up to 4-door full size. If car class used is above full size, the traveler must provide a justification. Federal travel policy differs.
GPS not allowable on State Policy.
Mileage
4 per car rule--Per TexTravel, when employees from the same agency travel on the same dates with the same itinerary, they must coordinate travel. When four or fewer employees travel on the same itinerary, only one may be reimbursed for mileage. When more than four employees travel on the same itinerary, only one out of every four may be reimbursed for mileage.
If traveler drives a personal car using STATE funds, a Rental Car vs. Mileage Reimbursement Calculator form must be completed.
Hotel & Meals
6% state occupancy hotel tax cannot be paid at hotels within the state of Texas. It is very important that the traveler presents an exemption form to the hotel and asks for the exemption.
TEES pays actual meal expenses UP TO a maximum. The GSA rate for hotel & meals CANNOT be exceeded on State funds (unless lowering meals to increase lodging amount—must be stated on the expense report). If putting hotel overage on local funds, both the nightly room rate and hotel taxes must be prorated. View the GSA meal and lodging maximum rates at https://www.gsa.gov/travel/plan-book/per-diem-rates
If lodging is not obtained at the duty point, lodging expense should not exceed the GSA for duty point, unless unable to obtain reasonable lodging within duty point (business reason must be explained).
If the destination city/county is not listed on GSA site, use the “standard rate” for that state as listed on GSA page. The in-state lodging (Texas) allowance, if the destination city/county is not listed, is updated each year at https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php
Washington DC Trips
On State funds, if a trip to Washington, D.C. involves activities to obtain or spend federal funds or impacts federal policies, the Office of State Federal Relations (OSFR) must be notified at least 7 days prior to departure date. Complete the OSFR form which is linked in Concur.
When Using the CBT Card on State Funds
Airfare MUST be paid on the CBT travel card. If not paid on the CBT card, the expense must be paid on LOCAL funds.
No restaurant expenses (only room service meals charged to the hotel bill can be paid on the CBT card).
Meals (paying a restaurant) should be paid on a personal credit card. Gratuities/tips/alcohol are not allowed on STATE funds.
Parking, fuel, tolls or taxis or other misc incidental expenses should NOT be paid on a CBT travel card. If paid on a CBT card, then must be paid on a LOCAL account.
The complete State policy can be found at https://fmx.cpa.state.tx.us/fmx/travel/textravel/index.php