Office of the Comptroller

Purpose

State regulations related to travel by Texas A&M University System employees and members of the Board of Regents are based on state and system guidelines. All such travel must be evaluated for its applicability to the employee's official position, 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 limitations 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 Emburse Expense using Single Sign On (SSO).

Travel Reimbursement Procedures

To comply with safe harbor rules outlined in IRS publications 463, 535 and 15-B, an Emburse Expense Report must be submitted within 90 days of the last date of travel or before the end of the fiscal year, whichever occurs first.

The submission date is defined as the date the Emburse Expense Report and all required documentation are submitted in Emburse Expense.

Any submissions or reimbursements made outside of the 90-day window will be reported as gross income and taxed to the traveler accordingly. This applies to all reimbursements, regardless of funding source.

Additional Resources

• TAMU System Travel Manual
• TAMIU University Travel Guidelines

This guide provides general travel information. For additional assistance, contact Martha Laura Medina at ext. 2817 or email accountspayable@tamiu.edu.

Travel forms can be found here, additionally they can be accessed from the Forms button on the main menu.