Texas A&M University-Kingsville

Individual Travel

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 Hotel Exemption 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 Citibank Travel Card to use during all university business travel?

Once you've answered these basic questions, complete the pre-approval authorization on Concur. 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 your mileage from point to point and keep a log of the odometer readings, or the preferred method is to use the Mileage Calculator in Concur.

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
  • 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

What Do I Need to Do After My Trip

  • Allocate all of the travel card (T-Card) expenses in Concur
  • It is important to wait until all of the transactions for the trip have been imported to Concur by Citibank before completing the expense report.
  • Attach ITEMIZED receipts (paid receipts)
  • Attach an agenda
  • Call travel coordinator at (361) 593-3950 or (361) 593-3951 with questions

This page was last updated on: October 01, 2014