Budget, Payroll And Fiscal Analysis

PURPOSE: State regulations related to travel of Texas A & M University System employees and members of the Board of Regents are based on state and system guidelines. All such travel is to be evaluated as to its applicability to the official position of the employee, its necessity, and its benefit to the State.

A state employee is entitled to reimbursement of certain travel expenses required by the employing agency to conduct official state business. The amount of reimbursement is subject to certain limitations as prescribed by Chapter 660 of the Texas Government Code, the General Appropriations Act and rules adopted by the Comptroller.

CONSERVATION OF FUNDS

Requirement of the State of Texas Travel Regulations Act-Texas Government Code Chapter 660.
A State agency shall minimize the amount of travel expenses paid or reimbursed by the agency. The agency shall ensure that each travel arrangement is the most cost-effective considering all relevant circumstances.

All University Travel reimbursements / payments are issued under the following rules and regulations:

1. Textravel
2. State Travel Management Program
3. Google Maps
4. Domestic Travel Per Diem Rates
5. Foreign Travel Per Diem Rates

Travel reservations and expense reports are done through Concur under Single Sign On.

Travel reimbursement procedures

To comply with safe harbor rules outlined in IRS publications 463, 535 and 15-B, a Concur expense report must be submitted within 90 days from the last date of travel or before the end of the fiscal year, whichever is shorter. The submission date is the date the Concur expense report and all required documentation is submitted in Concur. Any submissions/reimbursements made outside of the 90-day window will be reported as gross income and taxed to the traveler accordingly. This is true for any reimbursement, irrespective of funding source.

Additional resources: TAMU System Travel Manual and TAMIU University Travel Guidelines

This guide provides general travel information. For more information contact Martha Laura Medina at Ext. 2817.

*Travel Forms can be found here, additional they can be accessed from the Forms button on the Main Menu*