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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Lodging
Sharing lodging

When at least two state employees share lodging, a state agency must reimburse each employee for his or her share of the lodging expense. For each traveler, the reimbursement may not exceed the maximum lodging reimbursement rate. When only one of the individuals sharing lodging is a state employee, the employee may only be reimbursed the room rate for a single occupancy.

When each individual sharing lodging is a state employee

A state agency must reimburse each state employee for his or her share of the lodging expense. The reimbursement to each employee may not exceed the applicable maximum lodging reimbursement rate.

Each employee must submit a travel voucher to receive reimbursement.

Example

Carol and Jennifer are employed by the same state agency and are planning a business trip to Colorado. The maximum lodging rate for the area in Colorado where they will be staying is $90. The women would prefer to stay at a specific hotel that is most convenient to the location of their business meeting. The only problem is that the room rate in this hotel in $140. Carol and Jennifer decide to share a room so they can stay in the hotel of their choice. The women are charged the $140 per night, but since each woman would be allowed up to $90 per night, the lodging cost is reimbursable. Carol and Jennifer may each claim their share of the lodging expense, which is $70 per night.

When only one of the individuals sharing lodging is a state employee

The agency must reimburse the employee the room rate for a single occupancy or the applicable maximum lodging reimbursement rate, whichever amount is less.

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 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.
Travel Voucher
The information that a state agency submits to the Comptroller for the purpose of requesting the Comptroller to pay or reimburse a travel expense on the agency's behalf. If the information is submitted electronically, then the term means only the information the Comptroller requires to be entered into USAS before the Comptroller can make the payment or reimbursement. In USAS, the term is equivalent to the type of payment transaction that requests the Comptroller to pay or reimburse a travel expense.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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