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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements – Exceptions
Representing the state at governmental meetings or conferences outside Texas

The original or a copy of the governor’s written designation of the state employees chosen to represent the state at the meeting or conference must be included in the supporting documentation for the reimbursement of each employee’s meal and lodging expenses. The designation must have been written before the travel occurred and must indicate the approximate cost of the travel. Texas Government Code Section 660.208

The supporting documentation for the reimbursement of a lodging expense must include the name and address of the commercial lodging establishment. A receipt for a lodging expense is not required. Texas Government Code Section 660.115(b)

 

Commercial Lodging Establishment
(1) a motel, hotel, inn, apartment, house or similar establishment that provides lodging to the public for pay; or (2) a person or establishment that provides lodging for pay that the Comptroller determines to have a sufficient number of the characteristics of a commercial lodging establishment for the purposes of the Travel Regulations Act. Texas Government Code Section 660.002(5) The term includes lodging provided by: (1) a governmental entity on property controlled by that entity; or (2) a religious organization on property controlled by that organization; or (3) a private educational institution on property controlled by that institution.
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. Texas Government Code Section 660.113(a)
State Employee
An individual employed by a state agency, including a key official. Texas Government Code Section 660.002(20) The term includes prospective state employees and aircraft pilots.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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