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Reimbursement for Travel

TWU Travel policies apply to employees and prospective employees traveling in a University capacity. Unless otherwise noted, these regulations apply to all University funds regardless of source.

Except for items specifically regulated on this website, it is the policy of TWU to follow travel guidelines as set forth by the State of Texas on the Textravel website. Textravel should be consulted for items not specifically covered by this website.

The State allows for its agencies to specify a travel expense payment or reimbursement rate that is less than the maximum rate allowed. In an effort to comply with the requirements to conserve funds, TWU has adopted some policies more restrictive than those specified on the state website. In these cases, TWU employees will follow the policies outlined on this website unless instructed otherwise by the department that is paying for the employee's travel expenses. Departments within the university may specify reimbursement limits that are lower than the maximum allowable under Texas Government Code Section 660.007(b). The department must notify affected individuals in writing about the lower reimbursement rate before implementing it.

In order to receive reimbursement, actual travel expenditures paid by the employee seeking reimbursement must be documented on a Travel Voucher and must be signed by the employee or prospective employee seeking reimbursement. The Travel Voucher must reflect the total reimbursable expenses in US Dollars. Travel services exchanged for "points" or "miles" in any customer rewards program are not considered reimbursable expenses. Original receipts are required for all travel expenses other than meals. While receipts are not required for meals, travelers are expected to claim their actual expenses up to the allowable amount for meals. Any amount that exceeds the allowable daily rate for meals will not be reimbursed. Meal allowances may not be borrowed from one day to pay an amount in excess of the allowable rate for another day.

Travel claims (vouchers) must be submitted within 60 days of the last day of travel to receive reimbursement. Any travel submitted beyond 60 days from the last day of travel will not be reimbursed. Recurring mileage (such as site visits, clinical supervision, etc) can be claimed monthly or by semester on an RTA created specifically for that month or semester.

Receipts smaller than 8 ½” x11” should be taped to an 8 ½” x11” sheet of paper.  Do not tape or highlight over any printed portion of receipts as it erases the printing making the receipts illegible.

Packaged Travel

When using travel services companies such as Travelocity or Expedia please use the following guidelines to ensure your maximum reimbursement:

  • Do NOT bundle any travel services regardless of destination. Do not book air, hotel and/or rental car on the same purchase.  These companies do not provide sufficiently detailed receipts to satisfy the State’s auditing requirements, and you will not be reimbursed.  
  • Do NOT book a hotel stay in Texas. These companies do not provide a breakdown of taxes and fees. As a tax exempt agency, we must be able to provide the State proof that no state taxes were paid. Any taxes or fees charged by travel service companies on hotel stays in Texas will NOT be reimbursed.

page last updated 2/9/2016 5:17 PM