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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Lodging
Multi-day travel to duty point

When traveling to or from a duty point reasonably requires more than one day, the maximum amount a state agency may reimburse the employee for meal expenses incurred during that day is equal to the maximum meal reimbursement rate for the location in which lodging was obtained on that day. If lodging is not obtained on that day, then the maximum reimbursement is equal to the maximum rate for the location in which lodging was obtained on the day after or prior. The maximum per commercial lodging establishment that a state agency may reimburse the employee for lodging expenses incurred on a day is equal to the maximum lodging reimbursement rate for the location in which lodging is obtained.

Example 1

A state employee’s designated headquarters is Brownsville. The employee needs to conduct official state business in Dalhart for two weeks. Driving a state vehicle, the employee leaves headquarters and has to obtain lodging in Sweetwater the first day of travel. On the second day, the employee reaches Dalhart and obtains lodging. The maximum that the employee may be reimbursed for meal and lodging expenses incurred the first day is equal to the maximum meal and lodging reimbursement rates for Sweetwater. The maximums for the second day are equal to the maximum rates for Dalhart.

Example 2

A state employee’s designated headquarters is Houston. The employee flies on the first day to Dallas to conduct official state business. While in Dallas on the second day, the employee learns that the employee needs to travel to New York City, NY to conduct official state business. On the third day, the employee flies to Charlotte, NC and obtains lodging there because a same day connection to New York City is impossible. The employee flies from Charlotte to New York City on the fourth day. The maximum that the employee may be reimbursed for meal and lodging expenses incurred during the third day is equal to the maximum reimbursement rates for Charlotte. The maximums for the fourth day are equal to the maximum reimbursement rates for New York City.

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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