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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Spending the weekend away from a designated headquarters

A state agency may determine whether a state employee should (1) remain at the employee's duty point during the weekend or (2) return to the employee’s designated headquarters.

(1) Returning to a designated headquarters during the weekend
An employee may be reimbursed for a transportation expense incurred while returning to the headquarters and then going back to the duty point after the weekend if the agency determines it is most beneficial for the employee to return to the headquarters.
(2) Remaining at a duty point during the weekend
An employee may be reimbursed for weekend travel expenses at the duty point if the agency determines it is most beneficial for the employee to remain at the duty point over the weekend. The reimbursable expenses are limited to the types of expenses the employee incurred on other days while conducting state business.

Traveling to a location other than a designated headquarters during the weekend

If an employee is authorized by the reimbursing agency to leave a duty point to travel to a location other than the employee's designated headquarters over the weekend, the employee may be reimbursed for expenses limited to the types of expenses the employee incurred on other days while conducting state business.

Example

Anna is a state employee headquartered in Dallas. She flies to Albuquerque on a Monday morning in November to conduct state business. The state business begins Monday afternoon, temporarily ends Friday afternoon, and resumes the following Monday. Anna's reimbursing agency reviews the amount it would cost to fly Anna back to Dallas on Friday and then fly back to Albuquerque on Monday. The agency determines that the estimated meal, lodging, and transportation reimbursement for Anna to stay the weekend in Albuquerque would be less than the cost of additional airfare. The agency advises Anna that it would be most cost-effective for her to stay the weekend in Albuquerque and complete her state business the following week. The lodging, meal and transportation expenses Anna incurs over the weekend are reimbursable up to the applicable maximum reimbursement rates.

Designated Headquarters
The area within the boundaries of the city in which a state employee's place of employment is located. If an employee's place of employment is located within an unincorporated area, then the area within a five-mile radius of the place of employment is the employee's designated headquarters. If an incorporated municipality or an unincorporated area is completely surrounded by the incorporated municipality in which an employee's place of employment is located, then the employee's designated headquarters includes the surrounded municipality or area. Texas Government Code Section 660.002(7)
Duty Point
The destination, other than a place of employment, to which a state employee travels to conduct official state business. If the destination is outside the employee's designated headquarters, then the duty point is either the incorporated municipality in which the destination is located or the unincorporated area within a five-mile radius of the destination. Texas Government Code Section 660.002(9)
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)
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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