Reimbursement Rates – Lodging
State agencies are required to use State Contracted Hotels. If the employee does not use a State 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
The following must be included on the lodging receipt:
- Name of the Traveler
- 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. The State Occupancy Tax Exemption form is available on-line, or cards can be obtained in the Controller’s Office.
Out-of-State Lodging
Out-of-state lodging cannot exceed the State Comptroller’s Allowable Rates unless specifically authorized by the Controller's Office (see Requests for Increase in Out-of-State Lodging rate below). Include actual charges up to the allowable rate on the Travel Voucher form per day. Attach the original lodging receipt. The following must be included on the receipt:
- Name of Traveler
- 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.
Request for Increase in Out-of-State Lodging
When using state and/or local funds, the Controller's Office may 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) and be received by the Controller’s office no later than the 10th business day before travel begins. Complete the form and forward to the TWU Controller’s office. The Controller's Office 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
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 on 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 on the Travel Voucher form by both employees.
Reimbursement Rates – Meals
Tips, gratuities and alcohol are NOT reimbursable.
Non-overnight meal reimbursement
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 on the Travel Voucher form. Include receipts.In-state meals
Maximum reimbursement is $36 per day. Enter lesser of actual meal cost or $36 on the travel voucher. 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 on the Travel Voucher form per day. Attach receipts with Travel Voucher form.
page last updated 10/9/2008 15:08