Request To Attend / Expense Sheet For Employee Travel, Form 12-302 - Texas Hotel Occupancy Tax Exemption Certificate Etc. Page 2
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54. Estimate expenses for: parking, taxi, or unusual expenses
5. Meal expenses are based upon the following criteria:
Meals shall not be reimbursed for travel that is for a single day. Only overnight trips shall receive meal
reimbursement.
The daily rate for meals in Texas is not to exceed $41. There is no proration among breakfast, lunch or
dinner. However, this rate will be limited to the following standards:
o If leaving the district after 3pm – the departure date’s rate will be $23 (Dinner Only).
o If arrival back in the district is prior to 6pm – the arrival date’s rate will be $18 (Breakfast &
Lunch).
Although reimbursement for meals is for the actual expenses, Itemized receipts are not required unless
the travel is funded with a State or Federal Grant. It is the employee’s responsibility to determine how
the travel will be funded before they depart. (Examples of travel where receipts are required are those
funded by Title, IDEA or TAP). Tips and alcoholic beverages are not reimbursed. After your travel and
when completing the “Actual Expenses” portion of the travel form, you will list your actual meal
expenses for each day.
If a meal is provided by the conference or hotel, the district will not reimburse for that particular
meal. Separate meal rates are: Breakfast $7, Lunch $11, Dinner $23
Out of state travel meals will be reimbursed at the GSA ( )
rate for the destination of travel.
The District does not advance funds for meals.
6.
After the completion of the “Estimated Expenses”, the employee submits the original Travel Request form to the
campus/department administrator for signature/approval of estimated expenses.
7.
After the campus/department approval is obtained, the secretary or bookkeeper processes a “Check Request” in
TEAMS for the hotel and/or registration. The campus/department must attach the Travel Request Form and all
back‐up information (Hotel Confirmation, Registration Information, and if necessary the MapQuest print‐out) to
the Check Request in TEAMS.
8.
After approvals have been given in TEAMS the checks will be processed by the Accounts Payable Department.
Registration fees are mailed as soon as the check is ready. The hotel check is cut later (prior to travel date). The
hotel check is sent back to the campus. Contact the Accounts Payable Department if you need to request special
arrangements. Summer travel checks will be held in Accounts Payable.
***Employee must pick‐up keys and gas card from the Transportation Department. ***
9.
After the travel is completed; the campus/department secretary will provide the employee a copy of the Travel
Request form in order for the employee to complete the “Actual Expenses”.
Locally Funded Travel: Receipts NOT REQUIRED.
State or Federally Funded Travel: ORIGINAL ITEMIZED RECIEPTS ARE REQUIRED. A CREDIT CARD
RECEIPT IS NOT CONSIDERED AN ITEMIZED RECEIPT.
Reimbursement will not be made if original/itemized receipts are not provided.
o
10. The Employee submits the “Actual Expenses” with the itemized receipts (if required) to the campus
administrator for original signatures & approval of actual expenses.
11. The campus secretary shall input a “Create Employee Advance/Reimbursement Request” in TEAMS and attach a
copy of the Travel Request form with the Actual Expenses portion completed along with a copy of all receipts (if
required). Accounts Payable will cut the reimbursement check once all approvals are completed in TEAMS.
Revised: August 2014
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