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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements – Exceptions
Travel with or representing legislators or certain officials

The supporting documentation must include the original or a copy of the document designating the state employee to represent the designating party at the meeting or conference or authorizing the state employee to travel with the designating party and receive reimbursement of actual expenses. The document must be from the chief administrator of the state agency that employs the designating party. The document must have been written before the travel occurred and must indicate the approximate cost of the travel. Texas Government Code Section 660.208

A travel voucher must be submitted for each state employee.

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)

 

Include
Used as a term of enlargement and not of limitation or exclusive enumeration. The use of the term does not create a presumption that components not expressed are excluded. Texas Government Code Section 311.005(13)
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.
Travel Voucher
The information that a state agency submits to the Comptroller for the purpose of requesting the Comptroller to pay or reimburse a travel expense on the agency's behalf. If the information is submitted electronically, then the term means only the information the Comptroller requires to be entered into USAS before the Comptroller can make the payment or reimbursement. In USAS, the term is equivalent to the type of payment transaction that requests the Comptroller to pay or reimburse a travel expense.
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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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