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Required Receipts

In order to receive reimbursement for travel expenses incurred on a business trip on behalf of Texas A & M International University, the following required receipts must be submitted at all times:

    1. Lodging- Contracted Rates Available
      Receipt should be under the University employee's name at all times. Reimbursement will be at the Single rate. Contracted hotel rates should be used when possible unless an allowable exception exists. The name and address of the of the commercial lodging establishment, the name of the employee, the single room rate, and a daily itemization of the lodging charges must be included on a lodging receipt. Reservations for lodging over the Internet are discouraged since lodging receipts do not comply with all state receipt requirements.
    2. Airfare
      A passenger receipt or e-ticket is required for reimbursement purposes. The receipt must contain the following: name of the employee, name of the airline, ticket number, invoice number, class of transportation, fare basis code, travel dates, amount of the airfare, and the origin and destination of each flight.

      National Travel Systems (NTS) has been contracted by the State Travel Management Program of the Texas Building and Procurement Commission. If the University employee is a frequent flyer, an Individual Traveler Profile must be submitted to NTS. If the employee is a non-frequent flyer, an individual travel profile
      is not required.  Reservations can be made online here or by calling 1-877-717-7768. The University
      code of 761 must be given to the travel agent when making reservations. Contract term is September 1, 2011 through August 2014.


      Short's Travel Management has been awarded the contract for travel agency services.   The contract contains both online and full-service reservation and ticketing services for airline, hotel and rental car rates under contracts established by the Comptroller's office and/or rates available to the general public. Reservations may be made online here. Contract term is September 1, 2011 through August 2014.

      Contact person is:
      Erin Morse
      AccountsManager-emorse@shortstravel.com
      (913) 220-2744

      Airfare can also be purchased from the approved contracted vendors:
      American Airlines � 800-433-7300
      JetBlue Airways � 888-538-2583, prompt #3

      As there are NO contract city pair flights from Laredo, airfare can be purchased directly from any airline's website or booked through the contracted travel agencies listed above.

      Additional airline information can be found here.                                

    3. Rental car- Contracted Rates Available
      It is the responsibility of the State employee to verify that contracted rates are provided.
      Included in Enterprise's Liability coverage is Personal Injury Protection of $2,500 per person and Uninsured Motorist with a combined single limit of $55,000 per claim for "no fault" accidents.
      This coverage is called the Prestige SLP and has some exclusions. They are not similar to the damage waiver exclusions that are currently listed in the proposal under 3.2.2.8. Please use the exclusions listed in the SLP policy on the back of each rental agreement. The rental car contracts do not cover persons and property inside the rental vehicle. State employees, while in the course and scope of their employment, are covered by Worker's Compensation. All other insurances are the traveler's personal expenses.

      Awarded vendors:

Avis Rent-A-Car
Enterprise Rent-A-Car - Please email the Accounts Payable Department for important billing information before booking.
Hertz Rent-A-Car

Mileage Reimbursement vs. Car Rental-Standard Administrative Procedure Effective

4. Transportation - Receipts must be itemized on the travel voucher stating the following information: date, Point-to-point destination, and amount. Transportation includes taxi, shuttle, bus, train, etc.

5. Parking - If there are no receipts available, a memo signed by the traveler stating the amount and the name where he incurred the expense will be accepted.