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Transportation

The State of Texas has developed the State Travel Management Program (STMP) in an effort to reduce the cost of travel expenditures. The STMP has negotiated contracts for Airlines, Hotels, and Rental Cars. All travel expenditures paid on State Accounts are required to adhere to the Program guidelines, unless the specific exemptions apply. Local funds are not required to use vendors in the STMP, nor document exemptions when the STMP is not used. This will be discussed in each transportation section in which the STMP applies.

Air Transportation

Travelers should comparison shop for the airfare itinerary that most efficiently (time and cost) serves their travel needs. Flexibility in arrival or departure times will impact the ability to price the lowest cost available fares. Normally airfare booked well in advance will result in lower airfare costs.

If using state funds to procure airfare, the university travel card must be used. Also, the airfare must be purchased on the STMP Airline Contract or a valid exception must be documented. If using Concur to book airfare, Concur will automatically document the exception if the airfare is lower cost to the state. If booking outside of concur, the exception must be manually documented using the exception form and attaching it to the expense report.

If using local funds a traveler is not required to use the university travel card and is not required to use the STMP Airline Contract. In addition, employees may be reimbursed for additional airline fees for economy fares such as charges for aisle seating, extra legroom, or early bird boarding/check-in, with the department's approval. If there is a benefit or cost savings, Business/First Class airfare can be approved by the Dean or appropriate Vice President prior to the trip. This approval must be attached to the expense report. Business/First Class airfare may also be purchased when there is a documented medical necessity. This should be on file with HR with a comment stating so on the expense report.

Travelers can claim the cost of their first checked bag as a business expense. Additional checked bags will require a business justification such as needing to transport equipment, presentation materials, research supplies, etc. This justification should be included in a comment field within the expense in Concur.

Trip protection insurance (Cancellation/Interruption) generally should not be purchased. Purchase of this insurance requires a business justification demonstrating why it’s likely that the trip would be cancelled/interrupted. Travelers should also read carefully the covered events of the insurance they purchase as many events that could lead to cancellation/interruption are not typically covered by this insurance.

Receipt Requirements

A receipt is required to be attached to the expense report that includes the following at a minimum: name of the employee, airline name, ticket number, class of transportation, amount of airfare, origin, destination and dates of each flight and proof of payment.

Bus/Boat/Rail Fares (not considered in-city transportation)

Travelers should comparison shop for the fare that most efficiently (time and cost) serves their travel needs. Flexibility in arrival or departure times will impact the ability to price the lowest cost available fares. Normally, fares booked well in advance will result in lower costs. There are no state fund requirements to use the STMP for these types of fares.

Receipt Requirements

A receipt is required to be attached to the expense report that includes the following at a minimum: name of the employee, vendor name, ticket number, class of transportation, amount of fare, origin, destination and dates of each leg and proof of payment.

Car Rental

Contract Vendors

Contract Vendors

Travelers should purchase under contract whenever possible. Contract rates are usually much less than market rates and the contract rates include the required coverage. On domestic rentals, contract rental cars include CDW/LDW and liability insurances, so no additional coverage is necessary when picking up the car so please refuse any additional coverage offered. The contracts do not extend to foreign countries so when renting in a foreign country it is considered an off-contract rental and the insurance coverage should be accepted.

If using state funds, it is required that the purchase of the rental car be made using the STMP – Car Rental Contract or a valid exception must be documented and attached to the expense report.

State agencies are exempt from the Motor Vehicle Rental Tax. When renting a car in Texas, present the Motor Vehicle Rental Exemption Certificate to the vendor when picking up the car.

Non-Contract Vendors
Rates are normally more than our contracted rates and do not include the appropriate coverage. If procuring a non-contract rental car CDW/LDW and Supplemental Liability Insurance must be requested when picking up the car. State agencies are exempt from the Motor Vehicle Rental Tax. When renting a car in Texas, present the Motor Vehicle Rental Exemption Certificate to the vendor when picking up the car.
Comparing Rental Car Rates
Non-contract vendor rates do not include the appropriate coverage, so to compare the listed contract rate vs. a non-contract rate contact the non-contract vendor and request the daily rate for LDW/CDW and Supplemental Liability Insurance (SLI). If for some reason the listed rate from the non-contract vendor is less than the listed rate for the contract vendor, when adding the daily rate for LDW/CDW and SLI to the non-contract rate, it will most likely be much more than the contracted rate.
Four-Per-Car Rule
When employees travel on the same dates with the same itinerary, they must coordinate travel. When four or fewer employees travel on the same itinerary, only one rental car could be rented. Personal itinerary changes are not a valid exception, only business itinerary differences allow for an exception to the rule.
Receipt Requirements
A receipt is required to be attached to the expense report and must show: itemization of all charges, starting and ending dates of the rental, name of the renter and proof of payment.
Rental Car vs. Mileage Reimbursement Comparison
Required on state-funded travel only. One must calculate the most cost-effective method of transportation and use that transportation, or the reimbursement will be limited to the most cost-effective method. The Rental Car vs. Mileage Reimbursement Calculator is an electronic tool that performs the cost comparison between rental or mileage. After completing, save the spreadsheet and attach to the expense report to document the amount requested for reimbursement.

Mileage: Personal Car

In-State Mileage

Mileage can be reimbursed anytime a personally owned vehicle is used for official State business; however, mileage from home to headquarters is not reimbursable under any circumstances. Travelers can use odometer readings or an online mileage guide. If using an online mapping service, travelers should use Google Maps.

Point-to-Point/address-to-address mileage breakdown must be provided as documentation using either the odometer readings or the online mapping services, described above.

Concur uses a built-in mileage calculator (Google Maps) and posted rates to automatically calculate and document point to point mileage. The preferred method is for the traveler or delegate to use the Concur mileage calculator to document and calculate mileage.

Out-of-State Mileage
When claiming mileage to travel outside the state of Texas, mileage reimbursement will be limited to the lowest available airfare for that business itinerary. A cost comparison must be attached to the expense report for any personal mileage claimed for out of state travel. The cost comparison must contain documentation (screen print, quotes, etc.) of the costs of the airfare for that business itinerary. When calculating the mileage, it will be limited to the cost of the documented lowest available airfare. Mileage must still be calculated and, if less than the airfare, only the calculated amount may be claimed. Follow the rules under In-State Mileage to calculate and document the mileage.
Mileage Reimbursement Rates
State and Federal mileage rates are available. These rates are automatically applied to mileage calculations on the expense report in Emburse.
Four-Per-Car Rule
When employees travel on the same dates with the same itinerary, they must coordinate travel. When four or fewer employees travel on the same itinerary, only one employee may receive full reimbursement for the calculated mileage. It is acceptable for the employees to split the mileage reimbursement from the one calculated mileage reimbursement. Personal itinerary changes are not a valid exception, only business itinerary differences allow for an exception to the rule.
Rental Car vs. Mileage Reimbursement Comparison
Required on state-funded travel only. One must calculate the most cost-effective method of transportation and use that transportation, or the reimbursement will be limited to the most cost-effective method. The Rental Car vs. Mileage Reimbursement Calculator (no Excel) is an electronic tool that performs the cost comparison between rental or mileage. After completing, save the spreadsheet and attach to the expense report to document the amount requested for reimbursement.

Gas

Gas is not reimbursable if mileage is being claimed. Also, a gas reimbursement would be limited to the calculated mileage amount in the event the gas cost is more than the mileage calculation. When renting a vehicle, it is recommended to use the travel card for the gas purchases. Most rental car vendors require the car to be returned with the same level of gas as it was at the time of pickup. If not, they will charge an inflated amount per gallon to fill up the car or return it to the level it was at the time of pickup. So, to save money it is recommended that the gas be purchased by the traveler prior to returning the vehicle.

Supporting documentation must provide the date and amount for that destination.

Receipt not required.

 

Tolls

Supporting documentation must provide the destination, purpose, amount and date of toll cost for that destination.

Receipt not required.

Parking

Supporting documentation must provide the location, purpose, amount and date of each parking event.

Receipt not required.

Mass Transit: Intercity and Intracity Transportation (taxi, shuttle, bus, trolley, subway, train, limo)

Intercity Transportation: Supporting documentation must provide destination, purpose, amount, and date for each transportation event. Receipt not required if less than $75.

Other Intercity Transportation: Chauffeured services generally are not allowed unless a valid business purpose is provided to document why it was more efficient for the traveler vs. other means of transportation.

Intracity Transportation: Same requirements as above. Limousine or other extravagant transportation will require business purpose to document why it was more efficient to use this type of service vs. other means of transportation.

Travel Agent

Collegiate Travel Planners is Texas A&M's contracted and preferred travel agent. Please note that if booking outside of Emburse through a travel agent that the services provided and pricing has to be equal to or less than our contracted provider. Conservation of funds policy, as stated in the general section, also applies to travel agent fees and would be considered an audit finding on state accounts if paying more than the contracted rate with Corporate Travel Planners.