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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Packaged travel arrangements

If a state agency or employee purchases a package of at least two travel arrangements (i.e. meals, lodging, transportation, incidental expenses, registration fees), each type is reimbursable only to the extent it would have been reimbursable had it not been included in the package. The travel voucher form must separately state the cost of each type of travel arrangement.


Joe, a state employee planning a business trip to Amarillo, finds a great deal for a packaged trip online. The package deal includes airfare for $200, rental car for $30 per day and lodging for $90 per day. If Joe were to book the airfare separately, it would cost $400. Reimbursement of each cost is limited to what would have been reimbursable if it had not been included in the package. For example, the applicable lodging rate is only $85, so the additional $5 spent on lodging is not reimbursable. When Joe submits his travel voucher for reimbursement, he will need to include documentation that states separately each type of travel cost combined in the package.

Incidental Expense
An expense incurred while traveling on official state business. The term includes a mandatory insurance or service charge and an applicable tax, except a tax based on the cost of a meal. The term does not include a meal, lodging or transportation expense, a personal expense, an expense that an individual would incur regardless of whether the individual were traveling on official state business, a tip or a gratuity. Texas Government Code Section 660.002(10)
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)
Travel Voucher/Form
The paper or electronic form adopted or approved by the Comptroller that is completed for the purpose of (1) submitting a travel voucher to the Comptroller on paper, (2) supporting the legality and fiscal responsibility of a travel payment or reimbursement, or (3) for both purposes.
Glenn Hegar
Texas Comptroller of Public Accounts
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