Travel Guide

Please note that throughout this travel guide, the term “reimbursable” or “reimbursed” will refer to expenses that either qualify for reimbursement of out-of-pocket expenses OR are eligible for payment using the university issued One Card.

Pre-approval for travel must be submitted and approved in Emburse before the trip begins. International travel requires additional processing and approvals and should be submitted at least 30 days before the intended departure date. Pre-approval is required unless all conditions below are met:

Travel is within 50 miles (100 miles round trip) of TAMU-CC
Travel involves NO overnight stay
Only mileage reimbursement and/or parking is claimed

Please check the GSA per diem rates for lodging and meal of U.S. destinations at https://www.gsa.gov/travel/plan-book/per-diem-rates. For international destinations, refer to the U.S. Department of State website at https://allowances.state.gov/web920/per_diem.asp . Daily meal expenses (tips included) over per diem rates are not allowed. Please make every effort to book a hotel within per diem rate limits.

Adding days for personal purposes to a state business trip is allowed with additional reimbursement rules. A business-day-only airfare quote must be provided for comparison when personal days are added to a state business trip. Any increased airfare cost due to adding personal days is not reimbursable.

For out-of-state travel, the departure day (up to one day before the day start conducting state business) and the return day (up to one day after the day concluding business or personal activities) are considered business days. Related expenses for business purposes during the departure and return days are reimbursable.

Expenses incurred during personal days or for personal purposes are not reimbursable. Personal costs must be paid with a personal card. If One Card is used, the personal portion must be repaid to the business office before the expense report can be approved.

Travelers should shop for air tickets in a way that strategically and efficiently serves their travel needs. Booking through Lightning is required when using states funds and preferred when using local funds. Booking directly with airlines or through 3rd party websites (Expedia.com, Booking.com, etc.) may be considered when cost-effective and using local funds; however, any additional fees or non-refundable amount due to change or cancellation are not reimbursable.

One checked bag is allowed for each traveler. Business/First Class is only allowed with a documented medical necessity approved by HR OR when Economy Class is not available. Seat and boarding upgrades (for early boarding, seating location, leg room, etc) are not allowed without Department Head or Dean’s approval.

Travelers should book hotels strategically and efficiently to meet business needs.

Booking through Lightning is required when using state funds and preferred when using local funds. Direct bookings with hotels may be used when more cost-effective and paid with local funds; however, non-refundable charges due to change or cancellation are not reimbursable. Booking through third-party websites (e.g., Expedia, Booking.com) should be avoided as they often do not provide itemized receipts required by the state.

Lodging costs (excluding taxes) must not exceed GSA per diem rates unless a higher rate is pre-approved with documented justification. When lodging in Texas, present the State Tax Exemption Form at check-in https://www.tamucc.edu/liberal-arts/assets/documents/hotel-occupancy-tax-exemption.pdf. Obtain an itemized receipt verifying that state tax is not charged during check out. If state tax is charged, please contact the hotel for credits.

Meals cannot be claimed for travel without an overnight stay. Meal expenses (including tips) that exceed GSA per diem rates are not reimbursable. Tips over 20% of the pre-tip total are not allowed on local funds, and NO tips are allowed on state funds. Per diem rate is a daily allowance; thus, unused amounts from one day cannot be applied to another day. Alcohol is not allowed during regular travel meals.

Itemized meal receipts are required under these 3 circumstances:

Grant or state funds are used to support the travel

Single meal is over $75

Meal total exceeds GSA per diem rate

Business meals can be purchased during travel with documented purpose and benefits. Alcohol may be allowed depending on the funding source used. The employee’s portion of the business meal may be considered as part of that day’s meal total (counted towards daily GSA rate). Business Meal Form and itemized meal receipt are required https://www.tamucc.edu/finance-and-administration/financial-services/credit-card-administration/assets/documents/business-meal-form.pdf.

Booking rental cars with contracted providers using the corporate codes is required for state funds and is strongly encouraged for local funds. Enterprise – UTS760, Hertz – 2053818. Reservations can be made through Lightning OR directly with Enterprise or Hertz.

Decline all rental protection coverages as the state contract automatically insures the vehicle. When renting in Texas, present the Motor Vehicle Rental Tax Exemption Form during pickup.

Using non-contract rental providers is discouraged even on local funds. If used, travelers must purchase both Collision/Loss Damage Waiver (CDW/LDW) and Supplemental Liability Insurance (SLI) to avoid personal or state financial liability in the event of an accident.

Rental Car vs. Mileage Reimbursement Comparison must be calculated when mileage is claimed for the use of a personal vehicle to conduct official business for the state. https://fmx.cpa.texas.gov/fmx/travel/mileage/ Reimbursement is limited to the more cost-efficient method. Mileage claimed for driving in between home/work and the airport for flights may be fully reimbursed without comparison.

In rare cases when a traveler is not eligible to rent a vehicle, mileage reimbursement may be fully claimed using local funds, even if it is less cost-efficient. The cost comparison must still be attached, along with documentation explaining the exception.

Air Transportation – full itinerary REQUIRED

Lodging – full itinerary with daily itemization REQUIRED

Meals – itemized receipts REQUIRED when using state funds/grants or a single meal is over $75

Business Meals – itemized receipts REQUIRED

Car Rental – full rental contract and payment receipt REQUIRED

Fuel – receipts REQUIRED when paying out of pocket

Parking – not required, must document purpose and location

Toll – not required, must document purpose and destination

Taxi, Bus, Shuttle, and Train – not required unless using Uber/Lyft, must document origin and destination along with purpose

It is encouraged to keep proof of purchase of all expenses for accurate reconciliation. Missing Receipt Form https://www.tamucc.edu/finance-and-administration/financial-services/credit-card-administration/assets/documents/missing-receipt-form_digitalsign.pdf is required when proper proof of purchase is not available for expenses that require receipts. However, such expenses will be evaluated on a case-by-case basis and may not be reimbursable depending on purpose and funding source.

Travel using state funds is highly discouraged due to additional restrictions that complex the reconciliation of the expenses.

Foreign travel is NOT allowed. Student travel is not allowed.

NO TAX expense is allowed. All tax expenses need to be itemized and allocated to local accounts.

Out-of-pocket booking directly with airline and rental providers or with 3rd party websites are NOT allowed. Booking through Lightning is REQUIRED.

Higher lodging is NOT allowed. Lodging expenses MUST stay equal to or below GSA per diem rates.

Meal, parking, incidental, toll, phone/internet, fuel, and registration/professional membership expenses are NOT allowed on One Card. These expenses MUST be paid OUT-OF-POCKET and can be reimbursed after the trip being fully reconciled in Emburse.

Tips are NOT allowed. All tips need to be itemized and allocated to local accounts.

Business meals are NOT allowed.

It is the best practice to keep all itemized receipt for all allowed expenses on state accounts for accurate reconciliation. Expense with no proper proof of purchase may need to be allocated to local accounts or become due to the traveler. Missing Receipt Form CANNOT be use when utilizing state funds.

All receipts must be turned in within 2 weeks upon return from the trip.

Expense reports must be prepared and submitted within 45 days after the trip completion day.

Pre-approval must be linked to the corresponding expense report to ensure liquidation of funds.

Hotel charges must be itemized to indicate room charges and taxes & fees of each night. Food expenses included in the hotel charge must be itemized as meals.