[Major revision–posted 9/16/25 (replaces 1/6/23 edition)]
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Operating Policy and Procedure
OP 79.01: Travel Authority for Texas Tech University Faculty, Staff, and Students
DATE: September 16, 2025
PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth legislative travel regulations from the General Appropriations Acts of the Texas Legislature and the policies of Texas Tech University for faculty, staff, and student travel.
REVIEW: This OP will be reviewed every two years after publication by the Section Manager of Travel Services with substantive revisions forwarded to the Assistant Vice President and Chief Procurement Officer, the Assistant Vice President and Controller, and the Senior Vice President for Administration & Finance and Chief Financial Officer.
CONTENTS
2. Responsibility of TTU and Faculty, Staff, and Students Traveling
a. Employee and Student Travel
c. Reimbursement of Travel Advances
d. Travel Expenses Paid from Grant Funds
e. Travel Expenses Paid from State Funds
f. Travel on Sponsored Project Funds
g. Supplemental Expense Report
m. Tax Payee Information System Hold
n. Authority to Approve Travel
b. Unallowable Meal and Lodging Expenses
c. Additional Lodging Requirements
f. Mass Transit, Taxi, or Limousine
8. Registration/Membership Fees
10. Travel to Washington, D.C.
POLICY/PROCEDURE
The following rules were developed under the authority of the General Appropriations Act Article IX, Part 5; Texas Government Code, Chapter 660; and Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22. In the event there is a conflict between this OP and the authorizing statutes and codes, the statutes and codes shall prevail.
2. Responsibility of TTU and Faculty, Staff, and Students Traveling
All travel must be for the benefit of the institution. It is the policy of TTU to follow travel requirements as outlined in:
- 2 CFR Part 220;
- 49 U.S.C. 40118;
- Internal Revenue Code §§ 1.62-2;
- Texas Administrative Code Rule § 5.22;
- General Appropriations Act (GAA) Article IX Part 5; and
- Textravel.
The requirements outlined in this policy apply to all official travel, regardless of the funding source.
A travel expense may be reimbursed only if the purpose of the travel clearly involves official state business and is consistent with TTU’s legal authority.
Individual TTU colleges, schools, institutes, and/or departments may also establish more restrictive regulations than those required by the state or TTU. However, it will be the responsibility of the college, school, institute, or department for the enforcement of those more restrictive regulations.
This policy does not cover travel by non-employees/non-students.
TTU travelers shall ensure that their travel complies with all applicable state and federal laws, Textravel, and any policies adopted by TTU. Failure to comply will result in delayed payment reimbursement, and/or the rejection of the employee’s or student’s expense report.
TTU travelers may not seek reimbursement for a travel expense that the employee knows or reasonably should know is not reimbursable or payable. TTU travelers shall immediately reimburse the state (through TTU) for any overpayment.
a. Employee and Student Travel (TTU faculty, staff, and students referred to throughout as “traveler”)
Travelers shall make off-campus trips only after obtaining appropriate approval by designated administrative officials, including their supervisor and the fund manager supporting the travel, in accordance with established procedures, and when the trip contributes to TTU’s mission.
The approval process for official travel is activated by the submission of a pre-approval in Emburse Enterprise, formerly known as Chrome River. The pre-approval must be completed and submitted when a reimbursement for travel or a cash advance is requested, regardless of the funding source.
No trips from headquarters shall be approved until arrangements have been made by the traveler involved to ensure the adequate performance of delegated duties and the undisturbed continuance of all parts of TTU operations during the traveler’s absence. Travel may not interfere with the primary academic or administrative responsibilities of the traveler.
The traveler may claim reimbursement for travel expenses through Emburse Enterprise. Instructions on utilizing the system are available on the Procurement Services website. Travelers may designate another TTU employee to manage and submit travel reimbursements on their behalf.
(1) TTU may advance funds for travel expenses to travelers only if the expenses are incurred during work-related travel that requires an overnight stay outside the traveler’s designated headquarters.
(2) In order to expedite payment, the traveler should sign up for direct deposit by going to the Employee tab on Raiderlink >> Update My Direct Deposit >> Employee Reimbursement Account tab. Otherwise, a travel advance check will be mailed to the address on the traveler’s Banner record.
(3) Travel advances for international travel will not be processed until International Affairs has approved the trip. This process is automated if the traveler or their designee submits the required pre-approval in Emburse Enterprise.
(4) TTU will not issue an advance to:
(a) A person who is not faculty, staff, or a student of the university;
(b) A prospective state employee;
(c) A person who has an outstanding, unreconciled travel advance from a previous trip;
(d) A person who is on hold in the State Comptroller’s Texas Payee Information System (TPIS). For questions regarding a hold status, please contact vendor.services@ttu.edu; and
(e) A traveler whose travel expenses will be directly reimbursed by an outside organization or entity.
(5) Travel advances are allowed for prepaid expenses (airfare, hotel deposits, etc.). They are approved upon receipt of the pre-approval with attached proof of payment of the prepaid expenses.
(6) Advances for non-prepaid expenses may be requested. If approved, the cash advance will be approved no more than five (5) working days prior to the travel departure date. Travel advances for non-prepaid expenses are restricted as follows:
(a) Lodging: Up to ninety (90) percent of per diem for the destination may be advanced unless staying at a conference hotel. If staying at a conference hotel, TTU will advance up to 90 percent of the total estimated cost. Hotel taxes may be included but may not exceed nine (9) percent for travel within Texas or fifteen (15) percent for travel outside of Texas. If staying at a conference hotel, conference details must be attached to the application to qualify to use the conference hotel rate.
(b) Meals: Up to ninety (90) percent of the allowed per diem rate for the destination may be advanced.
(c) Personal vehicle mileage: Up to ninety (90) percent of the cost of personal vehicle mileage may be advanced. Use the shortest distance with point-to-point itemization multiplied by the current cost per mile reimbursement rate.
(d) Other transportation: A maximum of $100 may be advanced for taxis, shuttles, and gasoline for those not claiming personal mileage.
(7) Cash Advances are not provided for:
(a) Airfare: This must be submitted as a pre-paid advance with a receipt confirming payment;
(b) Rental cars: These can be paid for with a credit card or a purchase order through TechBuy. TechBuy cannot be used for any expense on appropriated funds per the Texas Comptroller’s Requirements;
(c) Parking costs;
(d) Mileage to and from the airport; and
(e) Incidental expenses not listed above.
c. Reimbursement of Travel Advances
(1) The traveler shall submit an expense report within 15 calendar days after returning to headquarters. Failure to process the expense report within 15 days will result in suspending any further advances for that traveler until the delinquent advance has been cleared. Repeated delays in clearing delinquent advances may result in the suspension of all future advances.
(2) If the expense report is insufficient to cover the advance amount, the traveler shall promptly reimburse the overage by mailing either a check or money order, made out to Texas Tech University, to Travel Services. The address is Texas Tech University, Procurement Services, Box 41094, Lubbock, TX 79409-1094. An expense report without the required reimbursement will be held without processing until the payment is submitted.
(3) If the total cost of the trip exceeds the amount of the advance, the traveler will be reimbursed for the difference.
(4) Students who obtain advances for their travel expenses and are delinquent in the reimbursement will have a hold placed on their student account through the Registrar’s Office. The hold will not allow the student to register for classes or obtain a transcript until the reimbursement is paid.
d. Travel Expenses Paid from Grant Funds
Travelers traveling on official business may be reimbursed for travel expenses paid from grant funds but are expected to comply with provisions of the grant, TTU policies, Uniform Guidance, and any state and/or federal regulations (the stricter of the policies shall prevail).
e. Travel Expenses Paid from State Funds
The State Travel Management Program (STMP) has negotiated travel contracts for airline fares and hotels. When on official travel, TTU travelers must use the contracted rates when requesting reimbursement for expenses using state-appropriated funds (funds starting with 11, 12, and 14). State-appropriated funds are not allowed to be used for student travel (students not employed by TTU). The STMP has contracted with a credit card company to provide charge (travel) cards for official travel use. This card must be used for all travel booked and paid for using state-appropriated funds. HEF funds (funds starting with 13) do not allow travel expenses.
Details of the contracted agencies and applicable rates may be found at the Comptroller’s office website.
Any travel service obtained at a price lower than the contracted rate may be used. TTU travelers should use these contracted services when reimbursement will be requested regardless of funding type.
For rental cars, contracts have been established directly on TTU contracts and with the UT Alliance and other purchasing cooperatives, which provide greater cost savings than the STMP contract and should be used for all vehicle rentals unless a better value is identified. Contract information is available on the Procurement Services website.
The STMP has also contracted for the services of a state travel agency, and using these services is optional for TTU. It is recommended that departments utilize travel agency services for international travel.
f. Travel on Sponsored Project Funds
A detailed explanation describing the benefit to the scope of the project is required on expense reports for sponsored project funds.
g. Supplemental Expense Report
Supplemental expense reports may be submitted if the original expense report was submitted and not all expenses were included when the expense report was initially submitted (i.e., toll charges).
A traveler who receives free transportation, meals, or lodging in exchange for points or other non-monetary credits, rewards, or as part of a conference or travel package has not incurred an expense for reimbursement purposes and cannot be reimbursed.
International travel requires pre-approval from International Affairs and the Office of Export and Security Compliance at least 30 days prior to the departure date. Refer to OP 79.05, International Travel. Expenses incurred in foreign currency must be converted to USD based on the conversion rate at the time of travel. International travel is not permitted on state-appropriated funds (funds starting with 11, 12, and 14). HEF funds (funds starting with 13) do not allow travel expenses.
To comply with Federal Export Control regulations, the following information is required when submitting the pre-approval: list of all destinations and a lodging list at each destination; destination contacts; destination affiliations; and any business equipment or supplies that will be taken with the traveler.
Student or group travel may be processed through Emburse Enterprise, and the sponsor may obtain a Travel Advance Card (TAC) that is used to book group travel or use a combination of a TAC card and Emburse reimbursement.
(1) A full-time TTU employee (“sponsor”) may act as a group sponsor for student group travel, and the expense report is submitted under the sponsor’s name. There can be more than one group sponsor per trip. A list of travelers’ names and R numbers is required on the expense report.
(2) The TAC is a credit card issued for a specific period with a particular dollar balance/limit according to the budget provided for student or group travel. The TAC is issued to the group sponsor. Refer to the Request for Travel Advance Card (TAC) and Agreement Form for additional information.
(3) A completed Student Activity Release Form, found in OP 79.13, Attachment B, shall be obtained from the student travelers by the group sponsor. The form is retained by the group sponsor for three years and does not need to be turned in with the expense report.
TTU maintains a list of TTU and State of Texas contracted travel vendors. These include services for travel agencies, airlines, car rentals, other modes of transportation, and hotels. The contracted travel services must be used unless one of the following conditions exists:
(1) The travel is part of a group program or conference for which reservations must be made through a specified source to obtain a specified rate or service;
(2) A contract travel services vendor cannot provide services in the time required to accomplish the purpose of the travel;
(3) A contract hotel is not available in a location that will reasonably allow the traveler’s business requirements to be fulfilled;
(4) A contract hotel, airline, or car rental company cannot provide the required services because it is sold out or does not offer services in the location being visited or on the dates that are required;
(5) Alternative car rental or hotel arrangements can be made at a lower total cost than the contract hotels or car rental companies. Note: For car rentals, the total costs should include the base rate, loss/damage waiver or liability insurance protection, mileage charge, taxes (if applicable), and surcharges. For hotels, the cost of the guest room, less state taxes (TTU is exempt from the State of Texas Hotel Occupancy Tax), shall be used to compare total costs;
(6) A contracted airline offers a fare lower than the TTU-contract fare. Southwest Airlines is the current contracted airline. Travelers may utilize another airline if Southwest Airlines does not service their destination, does not offer a destination within a reasonable distance of the traveler’s intended destination, or a non-contract airline offers a lower published fare. However, identical airfares offered to state travelers only are not included as part of this exception unless there is a valid reason for selecting the non-contracted airline;
(7) Travel is undertaken by a traveler with a disability or medical emergency requiring an accommodation; or
(8) Use of contract travel vendors may present a security or safety risk to the traveler.
Even though a traveler is not required to use the contracted car rental companies for travel paid from non-appropriated funds, the amount of reimbursement (including the loss/damage waiver protection) will be limited to the contracted rates unless a valid exception is claimed. (Documentation will be required to verify the exception.)
In accordance with IRS regulations, travel reimbursements and travel advances are taxable to the traveler when the required expense report is not submitted to Travel Services within 60 days of the trip end date. Travel Services will report taxable expenses to the Payroll & Tax Services Office.
m. Tax Payee Information System Hold
TTU is unable to reimburse a traveler on hold in the Texas Comptroller’s Texas Payee Information System (TPIS) until the hold has been released. (Note: Possible reasons a traveler may be on hold include being in default on a student loan, indebtedness to the state or a state agency, delinquent on state sales tax, not paying child support, or owing a reimbursement for unemployment taxes.)
n. Authority to Approve Travel
The traveler’s supervisor will approve the travel expenses; however, the following officers and administrators have the authority to authorize and approve all travel within their area, except foreign travel. Foreign travel, including Canada, Mexico, and the U.S. territories, must be approved by International Affairs and Export Control, as noted in OP 79.05, International Travel, provided that such travel contributes to the university’s mission and follows current travel regulations. These officers and administrators may further delegate their authority for their respective areas.
(1) Chancellor;
(2) President;
(3) Provost and Senior Vice President;
(4) Senior Vice President for Administration & Finance and Chief Financial Officer;
(5) Vice Presidents/Vice Chancellors;
(6) Deans;
(7) Director of Athletics; and
(8) International Affairs for all foreign travel, including Canada and Mexico.
It is the responsibility of the traveler’s supervisor to review and approve the traveler’s travel arrangements and expense reports to ensure that travel reimbursed from appropriated funds (funds starting with 11, 12, and 14) meets the requirements of the contracted travel services and these services are used for official travel. If these services were not used, the traveler must claim an exception along with the expense report and may have to provide alternative funding. Travel Services will check expense reports for compliance with the up-to-date requirements of the STMP and/or university operating policies/procedures. Expense reports that are not in compliance with these provisions may be delayed or rejected.
(1) Travelers may either itemize expenses or claim the allowable meal per diem; the election made applies to the entire trip. Original receipts are required when requesting reimbursement of actual expenses. When travel expenses are itemized, reimbursement will be made for actual costs, but the reimbursement may not exceed the allowable per diem rates. (Note: Some sponsored projects require receipts for all charges. It is the department’s responsibility to understand award terms and conditions and comply with them.)
(2) TTU will reimburse meals and lodging expenses up to one day before the official business travel begins, lodging expenses the day the official business ends, and meal expenses up to one day after official business ends. Exceptions may be granted when additional travel days are required to qualify for discount airfares, flight changes because of weather or for reasons beyond the traveler’s control, or when travel to the duty point reasonably requires more than one day. The Travel Exception Form is required for additional days.
(3) Meal and lodging reimbursements for in-state and out-of-state travel, but within the contiguous U.S., are limited to the rates set forth by the U.S. General Services Administration (GSA).
(4) Meal and lodging reimbursements for travel to Alaska and Hawaii are limited to the rates set forth by the U.S. Department of Defense.
(5) Meal and lodging reimbursements for travel outside the contiguous U.S. (other than Alaska and Hawaii) are limited to the rates set forth by the U.S. Department of State.
b. Unallowable Meal and Lodging Expenses
(1) Alcoholic beverages;
(2) Meals included with conference registration fees, provided by the hotel (e.g., complimentary breakfast), or otherwise already paid by TTU (e.g., charged to the department through other procurement methods);
(3) Meals or lodging when travel does not require an overnight stay;
(4) Meals incurred within headquarters unless the expense is mandatory and connected with training, seminars, and/or conferences;
(5) Meals incurred in accordance with the Food and Entertainment policy. (These may be covered through another means. See OP 72.05, Expenditures for Official Functions, Business Meetings, and Entertainment); and
(6) Lodging at a non-commercial establishment (e.g., an establishment that does not provide lodging to the public for pay, such as a relative’s residence).
c. Additional Lodging Requirements
(1) Lodging receipts are always required with the expense report if any overnight stay is involved. The lodging receipt must include the name and address of the commercial lodging establishment, the traveler’s name, the single room rate, and a daily itemization of the lodging charges. The receipt must indicate a zero-balance due.
(2) For travel within the state of Texas, TTU travelers are exempt from the state hotel occupancy tax. Therefore, TTU will not reimburse travelers for the state hotel tax when the traveler fails to present a properly completed Texas Hotel Occupancy Tax Exemption Certificate to the establishment.
(3) An apartment or house rental expense may be reimbursed if the purpose of the rental is to lower travel costs and the traveler will be using the apartment or house while conducting official business throughout the term of the lease. Application fees and other mandatory costs associated with applying for the rental of the apartment or house are reimbursable. The lease shall be between the traveler and the lessor, and TTU will not be a party to the lease agreement. A copy of the lease will be required with the expense report.
(4) Guest lodging procedures through TechBuy may be used for prospective employees (see OP 79.10, Travel by Prospective Employees) and for travelers who are not headquartered in Lubbock but are in Lubbock on TTU business.
(5) When two individuals share lodging and both are TTU travelers, TTU will reimburse each traveler for their share of the lodging expense, not to exceed the maximum per diem rate. When two individuals share lodging and only one of the individuals is a TTU traveler, TTU will reimburse the TTU traveler for their share of the lodging expense, not to exceed the maximum per diem rate. TTU will not reimburse the other party unless there is a valid business purpose. Both travelers must submit a receipt for their share of the lodging, and the receipt must list both credit cards as the method of payment.
(6) Exchange of funds between travelers (e.g., one traveler paying another traveler for their share of lodging accommodation) is not permitted. The reimbursement will be paid to the traveler who actually paid the hotel expense. Using a mobile payment service (Venmo, PayPal, Zelle, Cash App) to pay for the traveler’s share of the expenses is not allowed. For example, in scenarios such as a group splitting an Airbnb in which one person pays and the rest “Venmo” that one person, TTU cannot reimburse anyone but the person who actually paid for the Airbnb expense.
(7) Reimbursements for lodging expenses that exceed the per diem rate are allowed on institutional funds when lodging is at the official conference hotel. Documentation to support the conference hotel charge, including the dates of the conference, must be provided when submitting the expense report. If not a conference hotel, a Travel Exception Form must be submitted with the expense report. Overages may not be permitted on appropriated or sponsored project funds.
Travelers must select the most cost-effective method of transportation.
(1) Travelers may be reimbursed for mileage, parking, and toll fees when traveling for official business. No other expenses related to the operation of a personally owned or leased vehicle are allowed (e.g., fuel). The mileage rate takes into consideration the cost of fuel and maintenance and is adjusted annually by the Texas Comptroller. Reimbursements for personal mileage may not exceed the cost of a contracted rental vehicle (see the mileage calculator).
(2) Mileage reimbursement is limited to the product of the actual number of miles traveled for business and the maximum mileage reimbursement rate as established by the Texas Legislature and the IRS each year.
(3) The actual miles traveled are determined by the mapping feature in Emburse.
(4) The mileage reimbursement rate is inclusive of all expenses (including damage) associated with the traveler’s use of his or her vehicle. TTU is not liable for any costs associated with an accident or vehicle damage while conducting TTU business.
(5) Travelers whose job responsibilities or business purpose customarily require travel within their designated headquarters may be authorized for a local transportation allowance for this travel. The mileage will be actual miles traveled, using the shortest routes possible, and must be properly itemized on a point-to-point basis with sufficient detail for TTU verification.
(6) Coordination of travel must occur when two or more TTU travelers employed by the same department travel on the same dates with the same itinerary to conduct the same official business. A list of travelers sharing a vehicle should be listed on the expense report.
(7) Vehicle travel to/from an airport is reimbursed as follows:
(a) Mileage between headquarters and the airport is allowed during the hours 9:00 a.m. to 4:00 p.m.
(b) Mileage between the traveler’s residence and the airport is allowed outside the above hours.
Parking and toll expenses are allowed when traveling in a personally owned, leased, or rented vehicle.
(1) Vehicle rentals are limited to the TTU Rental Car Rates found at Workaids – Travel Services – Rental Car Guides & Rates. The daily rental rate includes both LDW (loss/damage/waiver) or comprehensive coverage and liability coverage. The TTU contract number must be applied when the vehicle is reserved in order to obtain the correct daily rate. A completed Travel Exception Form may be required for vehicles rented through a non-contract vendor or at a non-contract rate. Reimbursement for contract-rented vehicles is allowed for sub-compact, compact, intermediate, standard, or full-size. Vans and SUVs may be rented if for use by three or more people, or if needed to transport business materials, and the purpose must be documented on the expense report. A list of passenger names and affiliation with TTU is required, as well as details for the use of the transported materials/equipment. Premium, luxury, and convertible vehicles are not permitted without a signed Travel Exception Form and are never permitted on appropriated funds or sponsored project funds. Rental car companies typically will not rent a vehicle to any driver younger than 25. TTU employees and sponsors shall not rent vehicles in their name for use by students if they do not meet the criteria of the rental car companies.
(2) Allowable Expenses
(a) All applicable taxes and mandatory charges;
(b) Collision and loss damage waiver not included in the contracted rate;
(c) Charges for an additional driver with a documented business purpose;
(d) Fuel (original receipts required);
(e) Global Positioning System (GPS) rentals;
(f) Toll charges;
(g) Gasoline refuel for car rental; and
(h) Gasoline receipts for a personal car in lieu of reimbursement of mileage.
(3) Liability supplements, personal accident, safe trip, and personal effects insurance are not reimbursable.
(4) Receipts must include the rental company name, traveler’s name, rental starting and ending dates, an itemization of the expenses incurred, and proof of payment.
(5) Fifteen passenger vans are not allowed to be rented in accordance with OP 79.13, University-Related Travel by Motor Vehicle or Commercial, Charter, or Donor Aircraft.
(1) Travelers must obtain the lowest available airfare between the traveler’s designated headquarters and duty point.
(2) First-class and/or business-class airfare may be reimbursed only if it is the only available airfare or if it is necessary for international travel.
(3) Choice Select and other priority boarding fares and fees are not reimbursable.
(4) Preferred seating fees will not require the Travel Exception Form. Preferred seating fees are not allowed on federally sponsored projects.
(5) Receipts or itineraries must include the airline name, traveler’s name, ticket number, travel dates, origin, destination (for each flight/leg), airfare amount, fare basis code, and proof of payment.
(6) Change fees may be reimbursed if a clear business purpose is provided with the expense report. Change fees relating to personal reasons are not reimbursable.
(7) Baggage fees for the first checked bag are reimbursable. Two checked bags may be reimbursed for foreign travel, trips longer than five (5) days in duration, and if checking a bag to transport conference or business materials.
(8) The Fly America Act mandates the use of U.S. flag air carriers when traveling internationally on federal funds (i.e., funds beginning with 21). The Fly America Act Waiver Checklist must be used by departments to determine and document whether air travel qualifies for a waiver of these restrictions. The completed checklist must accompany all expense reports for trips outside the contiguous United States using federal funds. In the event it is determined that the appropriate air carrier was not used, the expense may be denied or must be transferred to non-sponsored or non-state appropriated funds.
A TTU traveler may be reimbursed for the actual cost of transportation by railroad, bicycle, boat, or other motor vehicles if it is incurred to conduct state business. The cost is only reimbursable if a commercial transportation company provides the transportation. The receipt must include the following
(1) The name of the commercial transportation company;
(2) The name of the traveler;
(3) The starting and ending dates of the travel;
(4) The mode of transportation;
(5) An itemization of expenses incurred; and
(6) Proof of payment.
f. Mass Transit, Taxi, or Limousine
(1) The actual cost of transportation by bus, subway, other modes of mass transit, or taxi is allowable if incurred to conduct state business and a commercial transportation company provides the transportation.
(2) Individual trips must be itemized on the expense report, detailing the fare and destination for each trip. Receipts are required.
(3) If two or more TTU travelers share a taxi or ride-share, only the traveler who paid for the taxi or ride-share may be reimbursed for that expense.
(4) Reimbursement for limousine service is allowed only if it was the least costly transportation available, considering all relevant circumstances.
a. Rembursements for tips and gratuities incurred during travel for official business are allowed only on institutional funds but are limited to the following amounts. Gratuities are never permitted on state-appropriated funds (funds starting with 11, 12, and 14); HEF funds (funds starting with 13) do not allow travel expenses.
(1) Hotel bellman/airport porters: $1.00/bag
(2) Restaurant staff: 20 percent
(3) Housekeeping staff: $1.00/night
(4) Valet: $2.00
(5) Other: $1.00
(6) Taxi/Uber/Lyft drivers: 20 percent
b. When lodging establishments and restaurants include a gratuity in the price, a voluntary additional tip is not reimbursable. Should gratuity be included by an establishment that is greater than 20 percent, reimbursement will be made at the establishment’s rate if permissible on the funding type.
a. A traveler may receive reimbursement for the following incidental expenses, provided the business purpose for the expense is sufficiently documented and original receipts are provided:
(1) Local and long-distance phone calls;
(2) Money orders, currency exchange fees, or notary fees;
(3) Travel agency service charges (Note: State-appropriated funding is limited to State of Texas travel agency contract rates);
(4) Visa, passport, and departure taxes (Note: Visa and passport charges may not be an allowable direct cost on all sponsored projects. Departments are responsible for reviewing the agency and award terms and conditions);
(5) Mandatory service charges imposed for meals or lodging;
(6) Postage/freight, photocopies, internet/Wi-Fi, and fax charges;
(7) Repair parts, labor, and towing charges to repair state-owned vehicles if unable to use the TTU Fleet Card; and
(8) Travel expenses incurred to obtain medical care outside headquarters while on official state travel (Note: TTU has a foreign travel insurance policy that may cover these expenses on international travel).
b. Personal expenses, including entertainment, medical supplies, childcare, or kennel expenses for a pet, will not be reimbursed. Business-related expenses for dry cleaning or laundry are allowed for trips in duration of five or more days.
8. Registration/Membership Fees
a. Conference registrations and membership fees must be expensed on a procurement card (PCard) whenever possible. Reimbursement is allowable when the fees are charged to the traveler’s travel card or paid from the traveler’s personal funds through Emburse. A receipt must accompany the expense report.
b. Meals included in the registration fees must be deducted from the daily per diem. Entertainment or other personal expense items included in the registration fee are not allowable and must be deducted from the reimbursement request.
Reimbursements for cancellation charges associated with any advance travel expenses are limited to reasons of natural disaster, illness, or personal emergencies.
10. Travel to Washington, D.C.
TTU personnel who travel to Washington, D.C. on state-appropriated funds (funds starting with 11, 12, and 14) for activities that involve obtaining or spending federal funds or that impact federal policies must inform the Office of State-Federal Relations (OSFR) about the trip (GAA Article IX, Section 6.12). Contact the OSFR for additional information. Lobbying activities are not allowed with federal funds.
The Assistant Vice President and Chief Procurement Officer has the authority to make an exception to this policy that, in their determination, is essential for the continued operations of the university and does not violate any federal or state laws.
a. Cancellation Charge – A fee, charge, or payment that a travel services provider assesses or retains because of the cancellation or change of a travel reservation or other travel plan.
b. Commercial Lodging Establishment – A motel, hotel, inn, apartment, house, or similar establishment that provides lodging to the public for pay.
c. Commercial Transportation Company – A company or individual that transports people or goods at a cost.
d. Contiguous United States – The District of Columbia and all states of the United States except Alaska and Hawaii.
e. Designated Headquarters – The area within the boundaries of the incorporated municipality in which the TTU traveler’s place of employment or primary place of business purpose is located. For a student, that would include where the student predominantly attends class, participates in research, or is the place of their student employment. If a traveler’s place of employment is located within an unincorporated area, then the area within a five-mile radius of the place of employment is the traveler’s designated headquarters. If an incorporated municipality or an unincorporated area is completely surrounded by the incorporated municipality in which a traveler’s place of employment is located, then the traveler’s designated headquarters includes the surrounding municipality or area.
f. Duty Point – The destination, other than the place of employment, to which the traveler conducts official state business. If the destination is outside the traveler’s designated headquarters, then the duty point is either the incorporated municipality in which the destination is located or the unincorporated area within a five-mile radius of the destination.
g. Expense Report – The accounting document used to reimburse a traveler for travel expenses incurred during the discharge of official state business.
h. Gratuity/Tip – Something given to a service provider voluntarily or beyond obligation, usually in response to or in anticipation of a service.
i. Incidental Expense – An expense incurred while traveling on official state business. The term includes a mandatory insurance or service charge and any applicable tax, except a tax based on the cost of a meal. The term does not include a meal, lodging, or transportation expense; a personal expense that an individual would incur regardless of whether the individual was traveling on official state business; or a tip or gratuity.
j. Institutional Funds – All TTU funds except 11xxxx–14xxxx, including sponsored projects (unless limited by a sponsoring agency).
k. Lease – A contract with a term of at least one month that gives the lessee possession and use of property or equipment while the lessor retains ownership of it.
l. Lodging Expense – A charge imposed by a commercial lodging establishment as consideration for providing lodging. The term does not include money paid as a donation, gratuity, or tip to the establishment.
m. Meal Expense – The cost of a meal plus any tax based on the meal’s cost. The term does not include a tip, a gratuity, or a mandatory service charge paid or imposed in conjunction with a meal.
n. Non-Working Hours – All hours in a calendar day except working hours.
o. Official Mileage – The mileage on official travel, including mileage to and from out-of-town destinations, as well as point-to-point mileage within cities visited. All official mileage is based on the shortest routes possible, which should include farm-to-market roads. The mileage calculator shall determine mileage reimbursement rates.
p. Official Travel – Travel approved by the TTU Travel Office and International Affairs (for foreign travel).
q. Official Travel Status – The time between leaving designated headquarters for official travel and returning to designated headquarters from official travel.
r. Per Diem Allowance – The actual cost of meals and lodgings, not to exceed the daily maximum allowed by the State of Texas for in-state or out-of-state travel.
s. Prospective State Employee – An individual that TTU considers for employment with TTU. This term does not include student employees.
t. Rented or Public Conveyance – A motor vehicle, train, aircraft, boat, or bicycle that a traveler rents or pays a fare to use for a period of less than one month.
u. Sponsored Project Funds – TTU funds 21xxxx–23xxxx. The department is responsible for ensuring compliance with travel policies and restrictions on any sponsored project.
v. State Agency – A unit of state government that uses appropriated funds to pay or reimburse a travel expense of a state traveler.
w. State-Appropriated Funds – TTU funds 11xxxx–14xxxx (Note: All travel expenses on state-appropriated funds must be paid on a State of Texas Travel Card). Funds starting with 13 (HEF) do not permit travel.
x. Transportation Expense – A charge related to the cost of transportation, e.g., private auto, commercial airline, taxi, etc.
y. Travel Expense – A meal, lodging, transportation, or incidental expense.
z. Workday – A day on which a particular traveler is regularly required to conduct official state business.
aa. Working Hours – The hours during which a traveler is regularly scheduled to conduct official state business.
OP Categories
- 01 Chancellor
- 02 Development
- 04 Audit Services
- 10 President
- 30 Academic and Student Affairs – General
- 32 Academic Policies – Faculty
- 34 Academic Policies – Students
- 36 Academic Programs
- 40 Institutional Compliance
- 48 Communication Services
- 52 Information Technology
- 60 Environmental Health and Safety
- 61 Facilities Management
- 62 Financial and Accounting
- 63 General Services
- 64 Graduate Programs (Faculty and Students)
- 65 Research Accounting
- 66 Libraries
- 67 Mail Services
- 68 Communications and Marketing
- 69 Payroll and Tax Services
- 70 Human Resources
- 72 Purchasing, Contracting, and Payables
- 73 Data Management
- 74 Research
- 75 Research Security
- 76 Security
- 77 Student Services and Registrar
- 78 Traffic and Parking
- 79 Travel
- 80 Vehicles
Operating Policies & Procedures
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Address
Texas Tech Downtown Center Room 218 -
Email
officialpublications@ttu.edu