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TRAVEL
POLICY SUMMARY |
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download
form in pdf
Effective
January 1, 2010
Travel
expense accounts must be submitted after the completion
of a trip with the required receipts, justifications,
and approval signatures. When the traveler's advance
exceeds the expenditures, a personal check made payable
to TAMRF for the appropriate amount must be attached.
Expense account form is to be typewritten or completed
in ink. |
| Air
Transportation |
Must
travel economy, tourist, or other special discount fare.
Airline ticket receipts must be attached to the expense
account regardless of method of payment. |
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| Mileage |
Current
rates are available from the TAMRF Travel Branch. Includes
all personal vehicles: cars, trucks, etc. Reimbursement
for mileage cannot exceed the equivalent of tourist airfare,
except under circumstances when a personal vehicle is
used for transportation of materials or equipment. |
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| Rental
Vehicle |
Charges
for personal accident insurance (PAI) are not reimbursable
and will be deducted from the expense account except when
the car is rented in a foreign country. |
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| Taxi,
Limo, Bus |
Reimbursement
up to $75, single fare, without reciepts. |
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| Train |
Itemized
receipts are required. |
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| Per
Diem |
Check
TAMRF Travel Policy for rate. The per diem rate includes
the cost of lodging, meals, laundry, mandatory service
charges, taxes, baggage handling, and tips to waiters,
porter, maids, etc. Per diem may not be claimed on non-overnight
trips. Per diem is paid on a quarter day basis. One-fourth
the daily rate will be reimbursed for each six-hour period
of travel. A minimum of two hours is required to claim
a quarter. |
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| Lodging |
Actual
hotel rate up to a maximum of $175 with itemized receipts.
See travel policy. Balance on statement must have $0 balance. |
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| Meals |
The
maximum daily allowance for meals is $71, $66, $61, $56,
$51, or $46 depending on IRS classification of the area.
Check TAMRF Travel policy for rates. Receipts are not
required unless claiming above daily allowance. Meals
claimed above daily allowance, without receipts, are to
be reported as taxable income. Reimbursement for alcoholic
beverages is unallowable.
$71/day:
Breakfast $13 Lunch $19 Dinner $39
$66/day: Breakfast $12 Lunch $17 Dinner $37
$61/day: Breakfast $11 Lunch $16 Dinner $34
$56/day: Breakfast $10 Lunch $14 Dinner $32
$51/day: Breakfast $9 Lunch $13 Dinner $29
$46/day: Breakfast $8 Lunch $12 Dinner $26
Breakfast
- leave before 7:00 a.m. or return after 9:00 a.m.
Lunch
- leave before noon or return after 1:00 p.m.
Dinner
- leave before 6:00 p.m. or return after 7:00 p.m. |
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| Alcoholic Beverages |
Alcoholic beverages may not be purchased on research accounts unless specifically required and approved in the scope of work, budget and sponsor guidelines. See System Policy 34.03, TAMU Rule 34.0301M1 for campus locations and restrictions. Reasonable and prudent charges for alcohol purchased and served in off-campus locations (or on-campus locations permitted under System Policy 34.03 and related System Member Rules) will be allowed on residual/cash balance accounts. Such expenses must be in connection with research related activities (e.g. program development; scholarly research and testing; receptions and conferences; recruitment, etc.) Reasonableness is determined by, and at the discretion of TAMRF Management. |
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| Communication
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Individual
charges over $75 must be documented (person contacted
and date) and must be business related. |
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| Miscellaneous |
Receipts
are required for any single expense over $75. |
