Texas A&M University-Kingsville

Individual Travel

Reimbursement University

Texas A&M University - Kingsville is a reimbursement university. Individuals traveling will be required to pay for travel and then be reimbursed via a Travel Voucher after travel has been completed.

Be sure to check the Travel Updates section regularly for recent changes to the travel process.

What do I need to know before I take a trip?

Prior to planning a trip, check with your supervisor and/or department business manager to determine if there are any special departmental rules or restrictions which affect trip, approvals, documentation, justification, or spending limits. Your department may also have a person designated as a travel "expert" or "planner" who can help you through the process.

Careful travel planning is important for many reasons:

  • To ensure that the traveler's trip goes smoothly and is enjoyable and productive as possible. To ensure that the traveler will be reimbursed to the maximum allowable limits with minimum effort. To maximize travel dollars available to the University and the traveler

Travel Planning Checklist

  • Do I know the allowable spending limits for my trip which are determined by my source of funds, business purpose, and travel destination?

  • Do I have all the necessary forms and documents like the Request for Leave form?

  • Am I traveling to a foreign destination?

  • Am I attending a conference and do i  need to prepay registration fees?

  • Will I use a University Contacted Travel Agency to make my travel arrangements?

  • What method of transportation do I plan to use during my trip?

  • Do I have a university JP Morgan Corporate Travel Card to use during all university business travel?

  • Will I need additional cash or traveler's checks?

Once you've answered these basic questions, complete the pre-approval Request for Leave form and obtain the necessary signatures to ensure prompt reimbursement of expenses upon your return. Remember, airfare will not be reimbursed from a state account if it was paid with your personal credit card.

What Do I need to Remember During My Trip?

Once you have begun your trip, remember these tips:

Keep ITEMIZED receipts for all expenses, especially:

  • Lodging (the express bill is not acceptable; the bill with the zero balance is)
  • Vehicle rental
  • Gasoline purchases for rental car
  • Taxis
  • Parking
  • Tolls
  • Business phone calls and faxes
  • Registration fees
  • Other miscellaneous Expenses

When traveling in a personal vehicle, record you mileage from point to point and include the odometer readings on the travel voucher.

No reimbursement are allowed for personal expenses such as:

  • Lost of stolen articles
  • Alcoholic beverages
  • Damage to personal vehicles, clothing, or other items
  • Services to gain entry to a locked vehicle
  • Movies charge 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

What Do I Need to Do After My Trip

  • Complete the Travel Voucher Form
  • Obtain all necessary signatures including your own
  • Attach ITEMIZED receipts (paid receipts)
  • Include the account number to charge the travel expenses
  • Call travel coordinator at (361) 593-3950 or (361) 593-3951 with questions


This page was last updated on: January 06, 2012