Office of the Comptroller

Please note: Employees must check with their department secretary for internal departmental procedures regarding travel forms. The travel forms are available below:

Travel Using State Funds

If travel will be funded from a state account, a Texas A&M University Travel Itinerary must be submitted and attached to the expense report.

Hotel Occupancy Tax Exemption Certificate

For in-state use only. The certificate is for business purposes only, and may not be used for private purposes, under penalty of law. Religious, charitable, or educational organizations or employees are exempt from state taxes only. It is the responsibility of the state employee to identify themselves as a state employee when required. If a state employee fails to obtain the tax exemption, taxes will not be reimbursed.

Supplemental Documentation/Missing Receipts Form

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

Motor Vehicle Rental Tax Exemption Certificate

State agencies are exempt from the Motor Vehicle Rental Tax. When renting a vehicle in Texas, present the Motor Vehicle Rental Tax Exemption Certificate to the vendor when picking up the vehicle.

Coordination of Travel Infeasibility

This form must be used when coordination of travel has been recommended but, due to official business reasons, employees cannot travel together.

Justification of Mileage vs. Airfare (Out-of-State Travel)

This form provides a comparison between actual mileage incurred and the airfare quote, plus related expenses such as rental car, gasoline, parking, and taxi fares that may be incurred when flying. A justification is required when claiming out-of-state mileage reimbursement. A comparison must be completed to determine the most cost-effective method of transportation.

Travel to Washington, D.C.

Note: Only state-funded travelers who will be engaging in activities:

1. To obtain or spend federal funds; or
2. To influence federal policies

must submit travel information to OSFR.

Prospective Employee Travel Verification

This form must be completed and signed by the prospective employee and outlines the details of the trip. All receipts are required and must comply with per diem rates.

The Prospective Employee Travel Verification form must be uploaded in Emburse Expense, and a W-9 is required even if the prospective employee will not be reimbursed directly. If lodging or airfare is paid on the individual's behalf, the W-9 must be submitted to accountspayable@tamiu.edu.