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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements
Lodging expenses

The supporting documentation for the reimbursement of a lodging expense incurred by a state employee must include a lodging receipt or other documentation that satisfies the below requirements.

Lodging receipt requirements

  • Electronic versions or copies of the documentation (including receipts) are allowed as long as all required information is included.
  • The receipt must be issued by one of the following:
    • The commercial lodging establishment or its central reservations office,
    • The travel agency used to reserve the lodging, or
    • The broker who purchased the lodging.
  • The receipt must include
    • The name and address of the commercial lodging establishment,
    • The name of the employee,
    • The single room rate,
    • A daily itemization of the lodging charges, and
    • Proof of payment.
  • A receipt that has been altered by any person other than the entity issuing the receipt is unacceptable. The paper version of a receipt delivered through the Internet or electronic mail by a commercial lodging establishment or its central reservations office, by a travel agency or by broker is acceptable. A receipt to which additional information has been added is considered unaltered if the additional information does not conflict with the original information on the receipt.
  • If a lodging receipt is unavailable, then the supporting documentation must include the canceled check or credit card slip used to pay the lodging expense, the credit card billing on which the lodging charges appear or a copy of the check, slip or billing. If the original or a copy of a canceled check, credit card slip or credit card billing is included in the supporting documentation, then the name and address of the establishment, the name of the employee, the single room rate and a daily itemization of the lodging charges must be included in that documentation.
  • If the individual listed on a lodging receipt is not the state employee named on the voucher, the supporting documentation must include proof that the employee paid the lodging expenses for which the employee is claiming reimbursement. The proof may be in the form of a credit card slip, a credit card billing, a canceled check or a receipt from the individual. If the slip, billing, check or receipt is unavailable, then a copy may be submitted.
  • A “copy” of a credit card slip, credit card billing, receipt or canceled check may include a screen printout, a photocopy, an electronically stored version or a fax.
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.
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)
Person
Includes an individual, corporation, organization, government or governmental subdivision or agency, business trust, estate, trust, partnership, association or any other legal entity. Texas Government Code Section 311.005(2)
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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