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. Meals - detailed receipt showing items purchased.
    2. 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 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. Receipt should have a balance zero or show payment . Reservations for lodging over the Internet are discouraged since lodging receipts do not comply with all state receipt requirements.
    3. 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.  
    4. Transportation - itemize and upload receipt in Concur. 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.

Rental car- Contracted Rates Available
It is the responsibility of the State employee to verify that contracted rates are provided.
LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.

Liability, which covers persons and property outside the rental vehicle. The amount of this extended liability insurance is $250,000 bodily injury per person, $500,000 bodily injury per occurrence; and $100,000 property damage per occurrence.

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

Phone: (956) 326-2830  Fax: (956) 326-2139
5201 University Blvd. KL 152
Laredo, Texas 78041-1900