Office of the Comptroller

Reimbursable Expenses (Receipts Required)

1. Hotel occupancy or similar taxes for which a state employee is entitled to reimbursement.
2. Business-related telephone calls or internet charges.
3. Gasoline charges when a rented, state-owned, or leased motor vehicle is used.
4. Toll charges, if reimbursable under Textravel Section FPP G.005.
5. Copying charges.
6. Repair charges when a state-owned or leased motor vehicle is used.
7. Freight charges for state equipment or materials.
8. The cost of money orders.
9. Foreign travel: Passport or visa charges, airport boarding passes, departure taxes, and inoculations.
10. Postage.
11. Mandatory charges or service fees:
    • Charged by a commercial lodging establishment other than the room rate and additional person charges; or
    • Paid or imposed in connection with a meal; or
    • For loading and unloading state equipment.
12. Books or documents purchased for use while attending a seminar or conference.
13. Facsimile charges.
14. Parking fees.
15. Service charges validly imposed by a travel agency or internet reservation booking service.
16. Preparation of the remains and personal property of a deceased state employee.
17. Notary fees.
18. Charges to exchange U.S. currency for foreign currency and vice versa.
19. Mandatory checked baggage fees (one each way).

Non-Reimbursable Expenses

1. Any expenses not related to official state business.
2. Any expense, except parking and toll expenses, related to the operation of a personally owned or leased motor vehicle.
3. Tips or gratuities are reimbursable only if paid from a local account. Tips are not reimbursable if paid from a state account.
4. Excess baggage charges for personal belongings.
5. Personal expenses, such as video rentals or purchases for entertainment, alcoholic beverages, dry cleaning, or laundry.
6. Kennel expenses for a pet.
7. Sales and use taxes when an exemption is available and the state employee fails to claim the exemption or follow required procedures.
8. Optional insurance on any travel reservations.

4-Per Car Rule - Coordination of Travel

When two or more employees are traveling with the same itinerary on the same dates, they are required to coordinate their travel and ride together. Transportation expenses may be claimed for only one vehicle per four travelers attending a conference.

If schedules, classes, or other obligations prevent employees from traveling together, the reason must be documented in the Emburse Expense report header.

Justification of Traveler (Required on University Employee Travel Request)

When more than one employee from the same state agency travels on the same dates with the same itinerary to conduct the same official state business, justification must be provided in the Emburse Expense report header.

Examples include:

• Co-presenter of a paper
• Concurrent sessions requiring multiple employees (2 or more) to attend to cover all sessions

Prepaid Expenses

Registration fees can be prepaid by submitting an invoice in AggieBuy/DustyBuy or by using the employee's university-issued credit card or the department administrative assist procurement credit card.