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DTPS

Travel

Travel Policy


Texas A&M University-Kingsville (TAMUK) uses Textravel as the foundations for travel guidelines, in accordance with Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22, which took effect on Sept. 9, 2008. TAMUK Travel Policy is also shaped by TAMU System Regulation 21.01.03 - Disbursements of Funds, as well as the TAMUK Disbursement Manual.

The Texas Comptroller of Public Accounts created Textravel to provide information and easy reference on state travel laws and rules to state agencies and institutions of higher education. These guidelines are the foundation for TAMUK Travel guidelines.

All travel regardless of fund type should have a business purpose and benefit to Texas A&M Univeristy-Kingsville. All TAMUK employees must have completed training on TAMUK Travel Policy before traveling on University business

A state agency/institution of higher education must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances. Texas Government Code Section 660.007.

Travel expenses incurred on behalf of the university and submitted for payment should be reasonable, necessary, and appropriate for the account being charged as determined by the department head or designee.


All travel must be approved prior to travel and provide a business purpose and benefit to Texas A&M Univeristy-Kingsville. Travel Requests are submitted and approved through Concur and are required to be documented in the Concur Expense Report.

International Travel Requests must be submitted and approved via Concur at least 30 days prior to departure.

Failure to obtain Concur travel request approval prior to departure, may result in disallowed travel expenses and you having to reimburse the University for those expenses.


A TAMUK employee is considered to be on travel status when a travel request has been submitted and approved through Concur, and the employee is off-campus and out of town, conducting university business. Revised August 2016

If a traveler combines personal travel with official state business travel, the traveler is only allowed reimbursement amounts that fall under the Textravel Chapter 660 of the Texas Government Code. Meals, lodging, or car rental that was incurred on personal days cannot be reimbursed or paid. Travel expenses for spouses or family members cannot be reimbursed or paid on university accounts, unless spouse or family is enrolled in a University program.

A state employee who uses a rented motor vehicle for both personal business and official state business may be reimbursed only for the portion of the rental charges that is attributable to official state business. A state employee may not be reimbursed for the rental of a motor vehicle if the rental was necessary only because because the employee combined personal business with state business. If the vehicle is rented using a University Travel Card, only university employee are authorized to operate that rental vehicle.


Vendor receipts are required to be input in Concur for all travel expenses, except individual meal expenses. The individual meal receipts must be kept separately from Concur and presented to the department, if requested.

In the event the vendor's receipt is not available, all elements required on a particular receipt are still necessary to document the expenditure appropriately, according to state of Texas and IRS guidelines. A document in Lieu of Missing Receipt Form is available from Travel Services upon request and will serve to document the expenditure appropriately. This document requires signature approval up to the VP level.


Prior to Travel

  1. Apply for the University Liability Travel Card
  2. Update Concur Profile
    • Travel preferences
    • Travel arrangers and expenses delegates
    • University Liability Travel Card
    • E-Receipt registration
    • Concur Mobile/Expenselt app registration
  3. Obtain approval to travel through Concur

Booking Travel

  1. Understand funding sources
    • State funds are restrictive when compared to local funds
    • Research funds may have further restrictions when compared to local and/or state funds.
  2. Ensure travel arrangements comply with university travel guidelines
  3. Secure travel arrangements
    • Concur is the preferred method of booking:
      1. Traveler can book, or;
      2. Request your travel arranger to book the travel
    • Option to book directly with travel providers
  4. Payment options to secure travel arrangements
    • University Travel Card (preferred):
      1. In employee's name
      2. University paid
      3. Most efficient process
    • Out of pocket (least preferred):
      1. Will not be reimbursed until after travel has occurred and expense report processed in Concur.

During Travel

  1. Ensure any purchases made comply with university travel or purchase guidelines
  2. Obtain vendor receipts for expenses requiring receipts
    • Receipt must be itemized
  3. Capture receipt images using the Expenselt App to automatically generate expenses, or use the Concur Mobile App to create your report while traveling. Use your phone's camera to capture those individual meal receipts that will be submitted separate from Concur.

After Travel

  1. Create Expense Report if not already created prior to or during travel.
  2. Assign travel card transactions to Expense Report within 30 days of transaction postdate. Transactions could be assigned prior to travel (e.g. airfare, registration, hotel deposit), during travel, or after travel, but must be assigned to an expense report no later than 60 days from the post date.
  3. Submit Expense Report with required receipts/substantiation within 30 days of travel end date.
  4. No later than 90 days - After 90 days, travel expenses will be considered taxable income for the employee

Texas A&M University System has contracted with Concur to provide travelers with a best-in-class end to end travel solution. The Software as a Service solution will allow organizations to book travel and track expenses from booking to reimbursement. To learn about Concur, click here.

It is a requirement that all travel expenditures be processed via Concur's expense report module/process. It is preferred that all travel bookings/reservation be made in Concur's Travel booking module, but not required.


All expenses must be adequately accounted for within 90 days or the expenses will be reported as taxable income to the employee and the travel card suspended.

This policy has been implemented to meet the "reasonable period of time" in the IRS accountable plan. Expenses that fall within the IRS accountable plan are not reported as taxable income to the employee.

IRS Accountable Plan

  • expenses must have a business connection
  • must adequately account for these expenses within a reasonable period of time
  • must return any excess reimbursement or allowance within a reasonable period of time