General Provisions
Cost Comparison

A state agency must retain documentation that supports its compliance with Texas Government Code, Section 660.007, which requires agencies to minimize the amount of travel expenses paid or reimbursed to an employee by ensuring each travel arrangement is the most cost-effective considering all relevant circumstances. To fulfill this requirement, an agency should include cost-comparison documentation in the supporting documentation of a travel voucher.

The mileage calculator is a tool that state agencies and employees may use to determine whether it is more cost-effective to rent a vehicle or reimburse mileage in a personally owned or leased motor vehicle. Using the mileage calculator is not a requirement; agencies may instead make their own calculations and include other factors not included in the calculator.

Regardless of the method of cost comparison used, agencies must ensure the supporting documentation for a travel voucher complies with statute. See Texas Government Code, Section 660.027.