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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements
Reimbursement of a travel advance or local fund

A single payment travel document may be processed when reimbursing a state agency's travel advance account or local fund for a travel expense paid or reimbursed from that account or fund. The following conditions must be met for such reimbursement:

  • The expenses must be charged to the Texas Identification Number of each individual who incurred the expenses. The charges must be listed on the detail lines of the USAS transaction, and a different detail line must be shown for each individual.
  • The address line must list the name and Texas Identification Number of the agency whose travel advance account or local fund is being reimbursed.
  • All supporting documentation concerning the expenses incurred by a particular individual must be grouped together.
  • The supporting documentation must include one travel voucher/form for each individual whose expenses are included in the document.
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)
State Agency
A unit of state government that uses appropriated funds to pay or reimburse a travel expense of a state employee. This includes the Teacher Retirement System of Texas and the Employees Retirement System of Texas. Texas Government Code Section 660.002(19)
Travel Document
A term used in USAS. A travel document consists of one or more travel vouchers or transactions.
Travel Expense
A meal, lodging, transportation or incidental expense. Texas Government Code Section 660.002(21)
Travel Voucher/Form
The paper or electronic form adopted or approved by the Comptroller that is completed for the purpose of (1) submitting a travel voucher to the Comptroller on paper, (2) supporting the legality and fiscal responsibility of a travel payment or reimbursement, or (3) for both purposes.
Glenn Hegar
Texas Comptroller of Public Accounts
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