Travel Reimbursement Checklist

Leave /Travel Form

  • Obtain all required signatures: traveler, supervisor, etc.
  • Indicate the number of individuals attending conference/workshop (remember to coordinate travel).
  • Verify that dates on travel voucher and leave request are the same: submit with voucher. Forward a copy to the Accounting Department prior to trip.

Request for Foreign Travel Form

  • Travel Request should be approved by the President’s office 30 days prior to travel dates including Mexico, Canada, and U.S. Possessions (Puerto Rico/Guam/all pacific islands).
  • All exchange/conversion rates must be included with the travel voucher.

Request for Washington D.C. Travel

  • University policy requires that an individual conducting business travel to Washington, D.C. or to any area directly surrounding Washington D.C. submit the OSFR (Office of State Federal Relations) Form with the travel voucher.
  • Clearly state on the travel voucher the purpose for the travel.

Lodging Receipts

  • The ORIGINAL hotel/motel receipt must be submitted with the travel voucher (not purchased by the Division Travel Coordinator).
  • Traveler is responsible for presenting a hotel tax exempt form. State taxes are not allowed in Texas.
  • Receipt must be itemized and should indicate the travel dates, employee’s name, name and address of the venue, and a ZERO BALANCE. Express bill is not acceptable if it does not indicate a zero balance. When paying by credit card, the receipt should only display the last four digits of the credit card number.
  • The hotel/motel should be a state contracted vendor, otherwise indicate exception on voucher.
  • State of Texas and out-of-state allowable rates are based on the U.S. General Services Administration website (GSA).

Meals

  • State of Texas and out-of-state allowable meal per diem is based on the U.S. General Services Administration website (GSA). Meal receipts are not required in the U.S. Receipts are required for travel in Canada, Mexico, Hawaii, U.S. Possession, and Foreign Countries.

Agenda

  • Agenda for each conference, seminar, etc. must be submitted with the travel voucher. This item is used as part of the support documentation to compliment the “story” of your trip.

Registration Fees

  • The receipt must indicate the individual’s name, amount, and form of payment with ZERO BALANCE.

Vehicle Rental

  • State employees are required to use state-contracted rental agencies. A receipt must be submitted with the travel voucher when claiming vehicle rental. Please note that insurance coverage is included in the state contract; therefore, additional charges will not be reimbursed. Indicate reason, when using a non-state contracted rental agency.
  • Contracted Vehicle Rentals: Avis-Rent-A-Car System, Inc. and Enterprise Rent-A-Car. The University’s preferred vendor is Enterprise.

Gasoline Purchases for Rental

  • Original receipts must be submitted. The receipt should indicate the date and proof of payment.

Taxi

  • Original receipts must be submitted. The receipt must indicate the date, the fare charged per trip, and should indicate the vendor’s name.

Parking

  • Original receipts must be submitted with the date, expense incurred, and the name of venue.

Tolls

  • Original receipts must be submitted indicating date(s), expense incurred, and city/state.

Airline Tickets

  • Original receipts, itinerary, or E-Ticket receipt must be submitted with the travel voucher for all personally processed airfares (not purchased by the Division Travel Coordinator). All information must coincide (name, dates, amounts, and proof of payment).
  • State employees should utilize contracted state agencies. Our University’s preferred vendor is Brush Country.

-National Travel System (NTS)-Brush Country

-Sanborn’s Travel Agency-SWABIZ

  • When purchasing airline tickets the CBA (Central Billing Account) or the individual state corporate card must be used if the ticket will be reimbursed by State Appropriated funds.

SUBMISSION of Paperwork: Submit the original travel voucher to the Accounting Department. Original receipts must be submitted; if not available, please explain why. The travel voucher must have the traveler and supervisor’s signatures.

Top 15 Most Common Reimbursement Delays

  1. Use of acronyms or abbreviations: Please write the definition of acronyms/abbreviations immediately after its use or on the second page of the travel voucher.
  2. Calculating Errors: Please verify reimbursement amounts.
  3. Coordination of Travel: Please coordinate among university employees attending same event/meeting. Mileage cannot be reimbursed unless there is a legitimate business reason for non-coordination.
  4. In-State and Out-of-State Breakdown: Be reminded that your “purpose of trip” will be the deciding factor for classification unless two different events/meetings took place on your trip.
  5. Mileage Reimbursement:Use the Mileage Log for mileage tracking.
  6. Meals:Must disclose any meals provided to you at no cost.
  7. Lodging: Must be separated from taxes. State taxes are not allowed in Texas. Please use the tax exemption form to avoid state taxes. Taxes must be noted on the front of the travel voucher.
  8. Always include departure date/time and arrival date/time.
  9. Indicate type of transportation: personal vehicle or rental vehicle.
  10. Attach agenda related to conference or seminar.
  11. Ensure that itinerary includes necessary information (see airlines tickets above).
  12. The travel voucher and leave request form should both indicate the account number to be utilized; both must have the appropriate signatures.
  13. Include all registration information if claiming registration fees. Note: Memberships should not be claimed on a travel voucher and should be submitted through accounts payable for approval.
  14. When paying by credit card, the receipt must indicate the employees name and amount charged.
  15. Tips are not allowed for any reason. This will be considered an out-of-pocket expense.

Points of Contact:

Hotel reservations:Division Coordinator

Car rental:Division Coordinator

Air travel:Division Coordinator

Accounting Department:Denis Cano 784-2011

Betty Ponce784-2012

TAMU-SA Accounting Form, Revised 02/03/12