This action might not be possible to undo. Are you sure you want to continue?
The Superintendent and Board members are eligible for reimbursement of expenses in accordance with guidelines established by the Texas Comptroller of Public Accounts in the Travel Allowance Guide. All other employees shall be reimbursed for expenses in accordance with the following guidelines: 1. Travel expenses shall be reimbursed only from funds authorized and appropriated for travel. The federal travel regulations contain maximum reimbursement allowances for selected municipalities and counties in each state. The Comptroller’s maximum reimbursement rates for those municipalities and counties are the same rates contained in the version of the federal travel regulations that the Comptroller has adopted by reference. a. Meals and Incidentals: The standard per diem rate for meals and incidentals is based on Federal Government rates for travel by federal employees. However, within the State of Texas, the standard per diem rate for meals and incidentals is the greater of the Federal government rate or $36. If a meal is provided in a function being attended, such as a banquet included in conference registration, that meal will not be eligible for reimbursement. For example, if the per diem rate is $36 per day (breakfast $7, lunch $11, dinner $15, and incidentals $3) and lunch is provided, the maximum amount eligible for reimbursement for that day would be $25 (breakfast, dinner, and incidentals). The amount paid for the lunch is irrelevant. The following link displays examples of meals and incidental totals and their breakdown. Meals and Incidental Expense (M&IE) Breakdown b. Lodging: For essential business travel, the standard per diem rate for lodging expenses is based on Federal Government rates for travel by federal employees. However, within the State of Texas, the standard per diem rate for lodging expenses is the greater of the Federal government rate or $85. For conference/professional development travel, employees are eligible to stay at hotels that do not exceed the lodging rates of hotels officially affiliated with the conference. However, the maximum conference hotel room rate cannot exceed $200 per night when using GF1 funding. Employees are exempt from paying the state and local hotel occupancy taxes when they are traveling on official state business within the State of Texas. Employees must present a Texas hotel occupancy tax exemption certificate. If they fail to present the state hotel occupancy tax exemption certificate to the lodging establishment, they may not be reimbursed for these taxes.
Lodging expenses incurred the night before official school business begins are reimbursable for those situations where the employee cannot reach their destination in time for early morning meetings. Lodging expenses incurred more than one night before business begins are not reimbursable. Lodging expenses incurred the night after official school business ends are reimbursable if the traveler is not able to return that evening. Lodging expenses incurred more than one night after business ends are not reimbursable. Employees, staying at hotels officially affiliated with conferences, may be asked to provide conference hotel information for prepayment request for lodging. Failure to get approval in advance of the applicable higher rates may result in the employee being responsible for paying amounts above the approved rates. The conference brochure or other support documents detailing the room rates will be required with the employee’s travel reimbursement request in order to receive full reimbursement. Employees who stay at hotels which are not affiliated with the conference will be subject to the Federal Government rates for travel by federal employees and within the State of Texas, the standard per diem rate for lodging expenses at non-conference hotels is the greater of the Federal government rate or $85. Reimbursement shall include ground transportation, meals, lodging, and registration fees. Original receipts are required for all travel expenditures, with the exception of food. Credit card receipts are not acceptable substitutes for actual, itemized hotel bills. Please include the entire bill, not just the last page with the totals.