State accounts start with a “1”.
Travel is NOT allowed on 12XXXX state accounts (includes 5215 and 3XXX object codes).
Other things NOT allowed on STATE funds:
- Student Travel (3410)
- Business Meals (6340)
- Foreign Travel (3310)
- Gratuities/tips
- Laundry expenses
Airfare, Hotel & Rental Cars
Airfare, hotel & rental cars paid from state funds are required to adhere to State Travel Management Programs (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 on the Texas Comptroller website.
Airfare
AIRFARE must be paid on The One Card. If not on The One 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 Emburse.
Rental Car
A justification is needed if a state-contracted rental car is not used at the state-contracted rates. Upon making reservations, provide a Texas A&M Engineering Experiment Station (TEES) or Texas A&M University contract identification number (see rate sheets on TEES website or on STMP site). Loss Damage Waiver (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.
State-contracted rates can cover up to a full-size 4-door car. If the car class used is above full-size, the traveler must provide a justification. Federal travel policy differs.
GPS is not allowable under the State Policy.
Mileage
The 4-per-car rule: According to TexTravel, when employees from the same agency travel on the same dates with the same itinerary, they must coordinate their 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 a traveler drives a personal car using STATE funds, a Rental Car vs. Mileage Reimbursement Calculator form must be completed.
Hotel & Meals
A 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 U.S. General Services Administration (GSA) rate for hotel and 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 meal and lodging maximum rates on the GSA per-diem rates webpage.
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. If the destination city/county is not listed, the in-state lodging (Texas) allowance is updated each year.
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 the departure date.
When Using The One Card on State Funds
Airfare MUST be paid on The One Card. If not paid on The One 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 One 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 miscellaneous incidental expenses should NOT be paid on The One Card. If paid on The One Card, then the expenses must be paid on a LOCAL account.