50.07 Local Travel Funds Allowance Guide Updated: October 31, 2001
1. Allowable Expenses from E&G Accounts (Account # 100000-199999)
1.1 Reimbursements for travel from E&G accounts will be made in compliance with System Policy 25.02, System Regulation 25.02.01, the State of Texas Travel Management Program, and the State of Texas Travel Allowance Guide. Nothing in this Administrative Procedure should be interpreted as altering these requirements.
1.2 Meal expenses shall be reimbursed to employees via the Travel Reimbursement Voucher and may not be direct billed to the University by the lodging establishment.
2. Allowable Expenses from Non-E&G Accounts (200000-599999)
2.1 Expenses incurred on behalf of the state and submitted for payment should be reasonable, necessary, and appropriate for the account being charged as determined by the department head or designee. All reimbursements are subject to department head or designee approval. Transfers or partial transfers cannot be made to move paid travel reimbursements to an educational and general account when the State of Texas Travel Allowance Guide and/or State of Texas Travel Management Program are not followed.
2.2 Prairie View A&M University departments using non-educational and general sources to pay travel reimbursements are not required to use the State of Texas Travel Management Program.
2.3 The following are exceptions to the State of Texas Travel Allowance Guide that may be used by employees and prospective employees of PVAMU.
2.3.1 Employees or prospective employees may be reimbursed for actual costs of meals up to the maximum allowable of $46.00/day and actual costs of lodging up to a maximum allowable $125.00/day. If a reimbursement greater than this amount is requested, approval must be obtained in advance from the Vice President for Finance and Administration.
2.3.2 Employees or prospective employees may be reimbursed for mileage up to the federal mileage rate (currently 36.5 cents). Mileage can be calculated from place of work or other appropriate location as approved by the department head or designee. Employees who use personally owned motorcycles may only be reimbursed at $.20/mile.
2.3.3 Employees or prospective employees may be reimbursed for justifiable expenses incurred when state contract procedures are not utilized (i.e. personal credit card used for airfare instead of corporate card).
2.3.4 Employees may be reimbursed for approved travel expenses incurred on behalf of another employee or prospective employee if the person being reimbursed incurred the expense.
2.3.5 A department head may determine if it is necessary to send more than one employee to the same event, meeting, seminar, conference, or other travel destination.
2.3.6 Employees or prospective employees may be reimbursed for travel expenses incurred that are normally not reimbursable when such expenses result in a cost savings and are approved by the Vice President for Finance and Administration.
2.3.7 Any expenditure being claimed as an incidental expense must be supported by an itemized receipt, with the following exceptions:
a. Toll road or parking tolls b. Taxi charges less than $30
2.3.8 The University President must approve, in advance, any travel to a foreign country, other than Mexico or Canada.
2.3.9 Any telecommunications costs incurred, amounting to $6.00 or more per voucher, must be supported with itemized receipts or a log.
2.4 Meal expenses shall be reimbursed to employees via the Travel Reimbursement Voucher and may not be direct billed to the University by the lodging establishment.
3. Exceptions
Requests for exceptions to the above must be submitted to the Travel Office for approval by the Vice President for Finance and Administration.
