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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Lodging

A state employee is entitled to be reimbursed for lodging expenses incurred on a day that the employee conducts state business outside of his or her designated headquarters. The lodging expense may only be reimbursed if it is incurred at a commercial lodging establishment. The employee may only be reimbursed for his or her actual lodging expense not to exceed the maximum lodging reimbursement rate.

A state employee may not be reimbursed for a lodging expense incurred while not conducting state business unless an exception applies. Texas Government Code Section 660.009

Lodging expenses incurred the night before state business begins and the night after state business ends are reimbursable. Lodging expenses incurred more than one night before or after the state business begins or ends are not reimbursable unless the expenses are incurred to qualify for discount airfare or if travel to or from the duty point reasonably requires more than one day. Texas Administrative Code Section 5.22

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.
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)
May Not
A prohibition against a specified action. The term does not mean "might not" or its equivalents. Texas Government Code Section 311.016(5)
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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