Texas Woman’s University Official Business Travel Save time, get it right, and get reimbursed

Before You Go Is this travel authorized? Trip specific RTA – No blanket RTAs All signatures should be in place before travel occurs. Is this form current? Check the webpage for forms as most are updated regularly. Bookmark link to forms page instead of saving the form. What are the allowed meals and lodging rates? Specific city must be listed. Can I pay above the allowed rate? Sometimes for hotels, never for meals. How am I supposed to know the rates for all these cities? You can find that right here. Are these State contracted vendors? Rental Car Hotel Airline Most forms have been updated in some way. We use the federal rates for meals and lodging, but not all federal rules apply. Simply get rates from the GSA website – nothing more.

Hotels Find a contracted hotel here. Do not pay state hotel tax in Texas. Print State Hotel Occupancy Tax Exemption from found here. Internet is allowed for TWU business only. Sharing a room? Give details. Make sure invoice is in your name. Invoice MUST show a zero balance. Sharing lodging details/requirements for reimbursement. Memo from roommate if needed.

Meals Max allowed rate may NEVER be exceeded. Tax and tips are reimbursable. Alcohol is not. Procurement and Contract Services does not require receipts. Departments should, and most do. Claim actual expenses rather than per diem.

Car Rental Enterprise Rent-A-Car 1-866-398-5080 State Rate Identifier: TX731 Use link provided on TWU Travel website Avis Rental Car System, Inc. 1-800-331-1212 State Rate Identifier: F999731 Not all locations honor State contract Avis contract issues – franchises pick and choose contract points to honor. NEVER use direct billing.

Itinerary Section

Most Common Delays Account number is different on the voucher vs the RTA Necessary signatures are missing Traveler Supervisor No “on behalf of” signatures are acceptable. Accountholder ORSP Date & time of departure and/or arrival are not shown - mileage More than the allowable rate is claimed for meals Texas state hotel tax is claimed The Business Purpose/Itinerary Section is incomplete or inaccurate Give the full story – 5 Ws Contract Vendor Exception form is not included. The only people who don’t need another signature or an RTA are VPs and Dr. Feyten. All others need more than just their signature on travel vouchers. No one can sign for anyone else. The only exception is in the case of a deceased employee.

Most Common Delays cont. There is no travel money in the account Google Maps not used for mileage claims Outdated forms Google search bar cannot be trusted. Save a link to our Forms and Instructions area of the website.

Questions