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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Multiple reimbursements of a travel expense prohibited

A state employee may only be reimbursed for a travel expense from one source. If an employee receives a travel reimbursement from a person other than a state agency and the amount of the reimbursement is less than the expenses incurred, the employee may seek reimbursement from the state agency for the difference.

Example

David, a state employee headquartered in Austin, travels on state business to Dallas. David is also a member of a professional organization that will pay for his lodging cost while in Dallas because he will attend one of the organization's functions during one night of his stay. Since the professional organization is paying for David's lodging cost, he may not claim a lodging cost on his voucher for reimbursement from the state. David may claim his other reimbursable expenses incurred for state business, such as meals, transportation, incidentals, etc.

Person
Includes an individual, corporation, organization, government or governmental subdivision or agency, business trust, estate, trust, partnership, association or any other legal entity. Texas Government Code Section 311.005(2)
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 Expense
A meal, lodging, transportation or incidental expense. Texas Government Code Section 660.002(21)
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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