MEALS & LODGING

Reimbursement Rates – Lodging

State agencies are required to use State Contracted Hotels.  If the employee does not use a TBPC Contracted Hotel AND one was available at the duty point, then a Contract Travel Vendor Exception form must be completed and submitted with the Travel Voucher form.  This exception has no bearing on the allowable rates.

In-State Lodging

In-State lodging cannot exceed $85 per day.  Include actual charges up to $85.00 in column E of the Travel Voucher form per day.  Attach the original lodging receipt. 

The following must be included on the receipt:

• The hotel name and address
• Itemized charges – single room rate separate from any applicable taxes or incidental charges
• Zero balance proving payment was made

The employee is required to present a state occupancy tax exemption card and the hotel should not charge state tax.  City and county tax are reimbursable as incidental expenses in relation to the allowable lodging rate.  If the hotel does charge State tax, it will not be reimbursed.  The State Occupancy Tax Exemption form is available on-line, or cards can be obtained in the Controller’s Office.

The employee may pay personally or request the hotel directly bill TWU.  If direct billing is acceptable to the vendor, a Purchase Order must be established prior to making reservations.

Travel Tip:  The governmental rate for lodging is usually less than the convention rate.  Employees should check the governmental rate first.  Since there is often a limited number of rooms available at the governmental rate, employees should make hotel reservations far in advance of the travel dates.

Out-of-State Lodging

Out-of-state lodging cannot exceed the State Comptroller’s Allowable Rates unless specifically authorized by the State Comptroller (see Request for Increase in Out-of-State Lodging rate below).  Include actual charges up to the allowable rate in column Q of the Travel Voucher form per day.  Attach the original lodging receipt.  The following must be included on the receipt:

• The hotel name and address
• Itemized charges – single room rate separate from any applicable taxes or incidental charges
• Zero balance proving payment was made

Out-of-state taxes are reimbursable as incidental expenses in relation to the allowable lodging rate.

The employee may pay personally or request the hotel directly bill TWU.  If direct billing is acceptable to the vendor, a Purchase Order must be established prior to making reservations.

Request for Increase in Out-of-State Lodging

When using state and/or local funds, a state agency may request (on behalf of the employee) the Comptroller to approve an out-of-state lodging reimbursement rate that is higher than the allowable rate.  The request must be on the Request to Increase Maximum Out-of-State Lodging Rate (10 accounts) or Authorization to Pay Above State Travel Rate (other accounts) adopted by the State Comptroller and received by the Comptroller’s office no later than the 10^th business day before travel begins.  Complete the form and forward to the TWU Controller’s office who will then forward the request to the State Comptroller.  The State Comptroller will grant the request only if one of the following exists:

• No safe lodging is available for less than or equal to the Comptroller’s maximum lodging reimbursement rate; for the duty point

or

• Granting the request would result in a decreased total cost of travel to the state

Increasing the Comptroller’s Maximum Lodging Reimbursement Rate

For out-of-state travel only, an employee may decrease the meal reimbursement and apply that to receive a greater lodging reimbursement.  The total meals and lodging must be less than or equal to the total maximum meal and lodging reimbursement allowed by the state.  This must be noted in “Section Y” of the Travel Voucher form.

Shared Lodging

Sharing a room with another state employee is subject to the same limitations noted for in-state and for out-of-state travel.  The lodging receipt must show proof of payment from both parties or the hotel should provide separate receipts.  If two employees (A & B) share a room and employee A pays the bill in full, then employee B must pay employee A separately and obtain a receipt showing proof of payment.  Employee A will not be reimbursed for the total bill.  Sharing a room must be noted in “Section Y” of the Travel Voucher form by both employees.

Reimbursement Rates – Meals

The following guidelines must be observed regarding reimbursement of meals:

Non-overnight meal reimbursement

Reimbursement must be approved by the Chancellor or a Vice-President.  The employee must be outside designated headquarters for six (6) or more hours.  The meal reimbursement cannot exceed $25 per day.  Include actual charges up to $25 in column C (in-state) or column O (out-of-state) of the Travel Voucher form.  Include receipts.

In-state meals

Maximum reimbursement is $36 per day.  Enter lesser of actual meal cost or $36 in column D.  Attach receipts with Travel Voucher form.

Out-of-State Meals

Out-of-State meals are limited to the State Comptroller’s allowable rates.  The employee must know the state and city of duty point to search the web page.  If city is not listed then the employee must use the county.  If there is not a city or county identified, the employee may use the median rate for the state.  Include the actual meal expenses up to the allowable rate in column P of the Travel Voucher form per day.  Attach receipts with Travel Voucher form.

Tips, gratuities and alcohol are NOT reimbursable.