Travel Guidelines and Rules

Travel expenses incurred by employees and prospective employees of Texas Woman’s University while traveling for official University business are eligible for payment by TWU. Travelers may apply for a travel card that is paid by TWU. Travelers are able to pay for all approved travel expenses with the travel card. If travelers incur out-of-pocket expenses while traveling they can be reimbursed.  Travel expenses include any transportation costs, meals, lodging, and incidental expenses associated with an approved university business trip.

Official Business

All official travel must be for the use and benefit of the mission of Texas Woman’s University. State law specifies that travel expenses may be charged only when the purpose of travel is clearly for the conduct of the State’s official business and in consonance with the legal responsibilities of the agency of the state represented.

The following expenses are examples of personal expenses that are not paid for by TWU.

  • Social functions
  • Loss of stolen articles
  • Damage to personal vehicles, clothing, or other items
  • Services to gain entry to a locked vehicle
  • Movie charges to hotel bills
  • Expenses resulting from personal negligence of traveler (such as fines)
  • Entertainment expenses
  • Towing charges
  • Expenses for children, spouses, and companions while on travel status
  • Safe deposit box
Guidelines and Rules

When employees travel on official business they are expected to comply with applicable laws and rules and ensure that each travel arrangement is the most cost effective. To reduce travel costs for state agencies, the State of Texas has established the State Travel Management Program (STMP). The STMP has negotiated contracts for travel services, such as state contracted lodging rates, rental car rates, and airline rates. Travelers must use these contracted services when available.

TWU Travel rules apply to employees and prospective employees traveling for official university business. Unless otherwise noted, these rules 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. To comply with requirements to conserve funds, TWU has adopted some rules more restrictive than those specified on the State website. In these cases, TWU employees will follow the rules 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 payment limits 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.

Page last updated 8:52 PM, September 9, 2021