Travel Office Internal Resources: Travel Reimbursement Quick Reference Guide

The Travel Reimbursement Quick Reference Guide provides a concise overview of East Texas A&M's policies for airfare, mileage, meals, lodging and related travel expenses. Use this guide to ensure your travel arrangements and reimbursement requests comply with University, state and funding source requirements.

Airfare

• Book economy fare only unless you have obtained prior approval from your Department Head or Dean. Approval documentation should be attached to the expense report in Emburse.
• If your travel is purchased with state funds, you must use a state-contracted airline.
• Airfare should be booked through Corporate Travel Planners either directly or through Emburse, unless there is a significant cost savings to the university. Attach documentation reflecting the cost savings to your expense report in Emburse.

Fuel

• You may purchase fuel for rental cars or personal vehicles used during official East Texas A&M business travel.
• If you use a personal vehicle, you may claim either fuel charges or personal mileage — not both. If you purchase fuel with your One Card, you may not claim mileage for that trip.

Personal Car Mileage

• Use the mileage calculator if you are claiming personal car mileage while traveling on state funds. You will be reimbursed the lesser of your personal mileage amount or the cost of a rental car.

Meals

• Meal Reimbursement
  • You will be reimbursed for the actual cost of meals, up to the GSA rate for the state or city of travel. There is no per diem. Once you return to your home or headquarters, you are no longer in travel status and may not claim meals. An overnight stay is required to claim meals.
• Gratuities
  • Reasonable gratuities for meals and transportation are allowed, up to 20% (receipts required), when using local funds. Tips are not allowable on state-funded travel.
• Itemized Receipts
  • Provide itemized receipts for business meals claimed in travel status. A business meal is defined as a meal during which you discuss university business with someone not affiliated with the university and you pay the entire cost.
• Alcohol
  • Alcohol is allowed only for business meals when an appropriate funding source, such as a gift account, is used. You may not claim alcohol for individual travel meals. Alcohol may be purchased on a One Card.

Lodging

• Your lodging reimbursement is based on the GSA rate for the state or city of travel. If you are traveling on local funds, you may claim lodging expenses up to twice the GSA rate. If you are traveling on state funds, your lodging reimbursement may not exceed the GSA rate. If you exceed the GSA rate while traveling on state funds, you may need to submit a request.
• Provide an Occupancy Tax Exemption Form for travel within Texas. State lodging tax is not an allowable expense within Texas. All lodging taxes are allowable for travel outside Texas.

*Please note that this is only a reference guide and does not cover all guidelines. For a more comprehensive guide, please refer to the Texas A&M University Disbursement Manual.