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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Documentation Requirements – Transportation
Rental of motor vehicles

The supporting documentation for the reimbursement of the cost of renting a motor vehicle must include a receipt and/or rental contract that includes:

  • the name of the motor vehicle rental company,
  • the name of the renter,
  • the starting and ending dates of the rental, and
  • an itemization of expenses incurred.

If the individual listed on the receipt is not the state employee named on the voucher, the receipt is acceptable if the supporting documentation includes proof that the employee paid the 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.

A “copy” of a contract, receipt, canceled check, credit card slip or credit card billing includes a photocopy, an electronically stored version, a microfiche or a microfilm.

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 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
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