SECTION: TRAVEL INDEX: F-1

SUBJECT: REIMBURSEMENT FOR TRAVEL AND OTHER EXPENSES


POLICY

It is the policy of the institution that all reasonable expenses for official travel shall be reimbursed in accordance with the guidelines set forth below. It is recognized that exceptions are necessary from time to time and these should be cleared in advance through the Travel Coordinator in the Finance Department.

 

PROCEDURE

State Funds

All travel on state funds will be reimbursed according to the State of Texas Travel Allowance Guide  The Texas State Travel Allowance Guide can be accessed from the State Comptroller's web site.

Local Funds

The Texas State Travel Allowance Guide will be applicable for all local travel situations that are not specifically covered in the UHV Travel Policy and Procedures.

 

TRANSPORTATION

Airplane. Air coach should be used in the interest of economy. If such accommodations are not available to use, the next highest class travel is allowable if a proper explanation is provided on the travel expense voucher. Original ticket stubs or e-ticket itinerary must be attached to the voucher for reimbursement and dates of travel must agree.

Automobile. Travel by private auto is reimbursable at the current state mileage rate per mile, provided such total reimbursement does not exceed equivalent air coach fare or other reasonable available transportation. Necessary extra costs for food or lodging while en route are not reimbursable if the traveler is reimbursed on a mileage basis in preference to air travel or other public transportation.

The Texas Mileage guide shows the mileage between two locations. The electronic mileage guide is adopted under TEX.GOV’T CODE ANN. 660.053(a)(2)-(3). It is intended as a guide for state employees to use when traveling by automobile.

The Texas Mileage Guide can be accessed from the State Comptroller's web site.  Some destinations are not available on this sight. Point to point destinations obtained from the employee’s odometer readings along with street address to street address may be used. Intracity mileage can be reimbursed from odometer readings using a Personal Vehicle Mileage Form when point to point addresses are stated on travel voucher.

Rental Automobiles.  Rental autos may be used when such travel is more advantageous to the institution than the use of taxis or other means of transportation. Advance reservations for automobiles should be requested.  Rental receipts must be attached to the voucher for reimbursement.  Traveler must use the state-contracted car rental agency for in-state, if available.

Taxi, Bus or Limo Service. Fares including reasonable tips are allowable if no other reasonable public transportation is available. Receipts must be attached to the voucher for reimbursement.

 

PER DIEM

Employees traveling in state or out of state may be reimbursed for lodging and meal expenses.  Travel vouchers cannot be processed without the necessary receipts. If a receipt is lost, a copy of the receipt or a credit card slip will be accepted as proof of payment.

Meals

Per diem or meal expense should be claimed only when there is an expense.  If meals are provided at no cost to the employee as part of a registration fee or an airplane ticket, those meals should not be claimed by the traveler.  Note:  A continental breakfast is considered a meal provided and should not be claimed by the traveler.

An employee traveling and not requiring overnight lodging may not claim reimbursement for actual meal costs,  UHV Policy F-4.   The employee must be away from the campus over night to claim meal reimbursement.

An employee is limited to meals on the days of departure and return to headquarters.  Receipts are not required if the following meal limits are followed:

Breakfast   30% of daily per diem allowance
Lunch        30% of daily per diem allowance
Supper      40% of daily per diem allowance

Departure from Designated Headquarters:

Arrival at Designated Headquarters:

State Funds

Meals paid from state funds will be reimbursed at the current state per diem rate found on the State Comptroller's web site.

Local Funds

Meals paid from local funds will be reimbursed at the current state per diem rate found on the State Comptroller's web site.  When requesting current state rate, receipts are not required.

Actual meal expenses, when supported by receipts, may be reimbursed from local funds.  Actual meal expenses must not exceed the current state rate or current out-of-state rate.

Hotel  

State Funds

Requests for reimbursements from state funds may not exceed the current state contracted hotel rate found on the State Comptroller's web site.

Current state-contracted hotels must be used unless the voucher is accompanied by written justification.

Local Funds

Actual reasonable hotel expense when supported by receipts is reimbursable from local funds. Written justification for requests that exceed "reasonable" hotel expense must accompany the reimbursement request. The hotel rate will be considered reasonable if it does not exceed 125% of the current state rate or current out-of-state rate.  e.g.  1.25 x $85 = $106.25.

Out of State Travel

Employees traveling out-of-state using state funds receive a flat rate for meals and lodging.  Out-of-State Rates can be found on the State Comptroller's web site.  Per diem meal receipts are not required.

Other Necessary Miscellaneous Expenses. 

Reimbursement is provided if properly explained and if supported by receipts for expenses. (Expenses include such items as special fees for foreign travel, costs of obtaining passports, registration fees at conferences, airport parking, telephone calls (if itemized).

 

MISCELLANEOUS

Travel Request.  A travel request signed and approved by the traveler’s supervisor and/or the responsible person authorized to sign on the cost center must be submitted to the Travel Coordinator in the Finance Department. This is a requirement for insurance.

Point to Point. A building, house, address, highway intersection, or other similarly-localized spot.

Purpose of Travel. A clear statement of the purpose and necessity of travel must be stated on the travel voucher.

Designated Headquarters. For purposes of per diem and mileage, 3007. North Ben Wilson, Victoria, Texas 77901 is designated headquarters for UH-Victoria; 700 Main Street, Victoria, Texas 77901 is designated headquarters for Small Business Development Center; 14000 University Blvd., Sugar Land, Texas  77478 is designated headquarters for Fort Bend campus; 4242 S. Mason Rd., Katy, Texas 77450 is the designated headquarters for Cinco Ranch.

Insurance. The cost for employee life or disability insurance premiums cannot be claimed for reimbursement by the employee.

Acronyms. Acronyms are not acceptable. The organizations’ name must be spelled out at least once on the travel voucher.

Cash Advances. A cash advance is not available.

Current State Contracted Hotels.  A listing of State Contracted Hotels are published by the Texas Building & Procurement Commission.

Current State Mileage Rate: As stated in the Travel Allowance Guide, Chapter 4.2

Current State Per Diem Rate: As stated in the Travel Allowance Guide, Chapter 3.03A for Meals

Current State Lodging Rate: As stated in the Travel Allowance Guide, Chapter 3.03B 

Approved:



Signature obtained            9/19/06
Tim Hudson, Ph.D.           Date
President

Next review date:  September 2008
Origination:  Finance Department