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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Limitation on Out-of-State Travel Expenditures, Online Reports

Issued: Aug. 1, 2005
Updated: Aug. 23, 2013 – View changes

As of Sept. 1, 2013, limits on out-of-state travel expenditures detailed in this FPP no longer apply per acts of the 83rd Legislature, Regular Session. See Travel Reimbursement Rates for current travel rates. Daily online reports of each agency’s out-of-state travel expenditures will continue to be available.

FPP S.002

Online Report

Out-of-State Travel Expenditures Report

Resources

Expenditure objects

The comptroller expenditure objects used to describe out-of-state travel expenditures are:

7111 Public transportation fares, out-of-state
7112 Mileage, out-of-state
7114 Actual meals and lodging expenses, overnight travel, out-of-state
7115 Incidental expenses, out-of-state
7116 Meals and lodging, not to exceed locality-based allowance
7117 Non-overnight travel (meals) out-of-state
7118 Actual expense meals, non-overnight travel
7121 Foreign travel
7123 Single engine aircraft mileage, out-of-state
7125 Twin engine aircraft mileage, out-of-state
7127 Turbine-powered or other aircraft mileage, out-of-state
7130 Board or commission member meal and lodging expenses, out-of-state

The following comptroller objects are not included in this report:

  • 7128 – Apartment/House Rental Expense,
  • 7131 – Travel Expenses for Prospective Employees,
  • 7445 – Rental of Aircraft and
  • 7537 – Travel for Binding Encumbrance Report and Financial Report Only-Non-Cash

These codes do not differentiate between in-state and out-of-state travel.

Local funds

General Ledger (GL) 5600 (Local Funds) is also not included in the report. Agencies and institutions of higher education using GL 5600 should contact the LBB regarding out-of-state expenses that need to be added to their Out-of-State Travel Expenditures Report.

Contacts

For questions about your agency’s report or base amounts, please contact James Ramirez at (512) 463-4885 or james.ramirez@cpa.texas.gov.

For questions regarding the procedure for granting waivers or your agency’s travel expenditure ceiling, please contact your designated budget analyst at the LBB.

Online Report

Out-of-State Travel Expenditures Report

Resources

Expenditure objects

The comptroller expenditure objects used to describe out-of-state travel expenditures are:

7111 Public transportation fares, out-of-state
7112 Mileage, out-of-state
7114 Actual meals and lodging expenses, overnight travel, out-of-state
7115 Incidental expenses, out-of-state
7116 Meals and lodging, not to exceed locality-based allowance
7117 Non-overnight travel (meals) out-of-state
7118 Actual expense meals, non-overnight travel
7121 Foreign travel
7123 Single engine aircraft mileage, out-of-state
7125 Twin engine aircraft mileage, out-of-state
7127 Turbine-powered or other aircraft mileage, out-of-state
7130 Board or commission member meal and lodging expenses, out-of-state

The following comptroller objects are not included in this report:

  • 7128 – Apartment/House Rental Expense,
  • 7131 – Travel Expenses for Prospective Employees,
  • 7445 – Rental of Aircraft and
  • 7537 – Travel for Binding Encumbrance Report and Financial Report Only-Non-Cash

These codes do not differentiate between in-state and out-of-state travel.

Local funds

General Ledger (GL) 5600 (Local Funds) is also not included in the report. Agencies and institutions of higher education using GL 5600 should contact the LBB regarding out-of-state expenses that need to be added to their Out-of-State Travel Expenditures Report.

Contacts

For questions about your agency’s report or base amounts, please contact James Ramirez at (512) 463-4885 or james.ramirez@cpa.texas.gov.

For questions regarding the procedure for granting waivers or your agency’s travel expenditure ceiling, please contact your designated budget analyst at the LBB.

Applicable to

State agencies and institutions of higher education

Policy

The General Appropriation Act (GAA) for fiscal 2009 and 2010 limits out-of-state travel expenditures for appropriated funds. To help agencies monitor their out-of-state travel expenditures, the Comptroller’s office has created a daily report of each state agency’s out-of-state travel expenditures. This report replaces the quarterly reports that were previously sent via electronic file transfer to state agencies. The report contains the cumulative out-of-state expenditures processed in USAS up to that date. The comptroller expenditure objects used in the report are listed at the right.

Overview of legislative requirements

Out-of-state travel expenditures during fiscal 2009 or 2010 may not be expended without prior approval of the Legislative Budget Board (LBB) if the expenditure would cause the agency’s or institution’s travel expenditures for that fiscal year to exceed the greatest of:

  • 125 percent of the fiscal 2000 amount of travel expenditures;
  • 100 percent of the fiscal 2000 amount of travel expenditures plus $10,000; or
  • 100 percent of the fiscal 2000 amount of travel expenditures plus any excess travel expenditure amounts approved by waiver.

If an agency or institution had no travel expenditures charged to fiscal 2000, the fiscal 2009 or 2010 out-of-state travel expenditures are limited to the amount spent for out-of-state travel in the last year out-of-state travel occurred. The Texas Comptroller of Public Accounts will handle exceptions, authorized by the LBB, on an individual basis.

Report details

The daily report only contains the total expenditures for out-of-state travel processed in USAS. The report does not contain any amount affected by Legislative Budget Board waivers, GAA waivers, or exemptions granted to agencies in their specific GAA agency riders.

State agencies that were consolidated with other agencies, created after FY2000, or that had their agency number changed, may not show a FY2000 base amount in the query report. State agencies may contact their LBB budget analyst for information about the correct base amount that would apply for their agency.

Legal cite

Limitations on out-of-state travel: Article IX, Section 5.08 of the General Appropriations Act.

Changes to this document
08/23/2013 Limits on out-of-state travel expenditures removed per acts of the 83rd Legislature, Regular Session
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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