Office of the Comptroller

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. 1. Meals 
      • Detailed, itemized receipt showing items purchased.
   2. Lodging - Contracted Rates Available 
      • The receipt must be in the university employee's name at all times.
      • Reimbursement will be at the single rate only.
      • Contracted hotel rates should be used when possible unless an allowable exception exists.
      • The lodging receipt must include:
        • Name and address of the commercial lodging establishment
        • Name of the employee
        • Single room rate
        • Daily itemization of charges
      • The receipt must show a zero balance or proof of payment.
      • Internet lodging reservations are discouraged, as some online receipts do not comply with state receipt requirements.
   3. Airfare
      • A passenger receipt or e-ticket is required for reimbursement.
      • The receipt must include:
        • Name of the employee
        • Name of the airline
        • Ticket number
        • Invoice number
        • Class of transportation
        • Fare basis code
        • Travel dates
        • Total airfare amount
        • Origin and destination of each flight
   4. Transportation
      • Itemize and upload the receipt in Emburse Expense.
      • Transportation includes taxi, shuttle, bus, train, etc.
   5. Parking
      • If a receipt is not available, a memo signed by the traveler stating the amount and the location where the expense was incurred will be accepted.

If a receipt is not available, a Supplemental Documentation/Missing Receipts Form must be submitted instead.

Rental Car - Contracted Rates Available

• It is the responsibility of the state employee to verify that contracted rates are applied. 
• LDW (Loss/Damage Waiver or comprehensive coverage) covers all damage to the rental vehicle when returned under the state contract.
• Liability coverage applies to persons and property outside the rental vehicle. Coverage limits are:
  • $250,000 bodily injury per person
  • $500,000 bodily injury per occurrence
  • $100,000 property damage per occurrence
• State employees, while acting within the course and scope of employment, are covered by Workers' Compensation.
• All other insurance coverage is considered the traveler's personal expense.

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. Rental Vehicle