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.

The Travel Voucher Guide is a great place to start.  It will walk you through what to do before, during, and after your trip.

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 as 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

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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 Contracted Travel Agency to make my travel arrangements?

If I plan to stay overnight, have I made my lodging  reservations, and do I need to confirm my reservation with a credit card or must I prepay one night's lodging?

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.

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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 include the odometer readings on the travel voucher.

No reimbursements are allowed for personal expenses such as:

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

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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 to
  • Send original claim form/Travel Voucher to Business Office in College Hall MSC 104.
  • Call travel coordinator at (361) 593-3950 or Betty at (361) 593-3951 with questions.

Policies and Procedures for Travel

Allowable Spending Limits

The allowable spending limits are for in-state travel and out-of-state travel.  Travel within state of Texas are for actual expenses up to the following limits:

The state has a set mileage allowance that it will pay for mileage within the state.  Click on the link to the Texas Mileage Guide for the approved mileage between two destination points. The state requires the Texas Mileage guide to be used. The only other option is to document the odometer readings on the travel voucher.

Out-of-state travel depends on the city & state one is traveling to.  Meals and lodging expenses are different in every state.  For reference of the exact allowance click on the GSA Per Diem website.