Texas Tech University

Travel Funding


Complete the application before you travel (for international travel, 30 days before):

Faculty application | Student application

    • Receipts are due within 30 days. After 60 days you will be taxed.
    • Receipts are required for all but meals (which are reimbursed at a per diem rate).


Advances are for prepaid expenses (usually airline tickets):

    • Requests must be made two weeks before the trip.
    • Department credit cards (PCARDs; from Mark or Kay):
      • These can be used for memberships, registrations, and Continuing Education Credits.
      • These can not be used for flights, hotels, rental cars, etc.


Lodging can be reimbursed up to one day before and after the event:

    • Requires itemized receipts, which must...
      • Have a location name and address
      • Show a zero balance (indicate full payment)
      • Have the traveler's name
    • AirBnB's are allowed.
    • State and city taxes are covered.
    • Costs are covered up to per diem rates.
      • If you have proof the hotel is designated for the conference (such as a website listing), these can be covered over per diem rates.

Air Travel

In general, try to find the lowest fares to ensure you can cover other costs.

For reimbursements:

    • Only two bags are allowed.
    • A receipt or credit card statement is required, and must...
      • Have the traveler's name
      • Have the name of the airline
      • Show a zero balance (indicate full payment)
    • The following extra expenses require an exception form to be covered (provided by the department chair, only in special circumstances):
      • First Class
      • Early Bird
      • Travel Insurance
      • Extra leg room

Kay can also book your flight directly, but this is dispreferred, and incurs a $30 surcharge.

Car Travel

For non-rental cars, mileage can be reimbursed up to the cost of a rental car:

    • Mileage is reimbursed 56 cents per mile (as calculated by MapQuest).
    • Gas recipts are not reimbursable.
    • The MPG column in the table below gives a rough estimates of mileage costs.

For rental cars:

    • The only approved agents are: Avis, Budget, Enterprise, Hertz, and National.
    • Do not buy insurance (it is already covered).
    • Only rent vans or SUV's for three or more people.
    • Gas recipts are reimbursable.
    • GPS is allowed, but Sirus or XM radio is not.
    • Luxury cars and convertibles are not allowed.

Current rental contract rates: