The maximum mileage reimbursement rate for use of an employee’s personal vehicle is established by state regulation and is subject to change. These changes will be automatically updated in the Concur travel system.

The number of reimbursable miles (see *NOTE, below) traveled using a personal vehicle may not exceed the number of miles of the shortest route, regardless of the route actually driven. Google Maps or MapQuest must be used to calculate the mileage between two locations or the mileage calculation tool must be used within Concur. When both locations are in the map website database, the traveler may be reimbursed for personal vehicle usage for the number of miles calculated by the map website (unless auto rental or airfare is more cost-effective). Mileage determined by use of the traveler’s odometer must be itemized on a point-to-point basis on the travel expense report. The Point-to-Point Odometer Log, available on the travel office website, can serve this purpose. Any business-related vicinity mileage at the destination location must also be itemized separately on a point-to-point basis. For purposes of this paragraph, “point” means a building, house, highway intersection, or other similarly localized spot.

*NOTE: It may be most cost-effective to rent a vehicle rather than drive a personal vehicle or fly. The vehicle cost comparison calculator compares the auto rental cost vs. the personal vehicle reimbursement cost. Travelers are encouraged to utilize the calculator in determining which mode of travel is best. State law mandates that each travel arrangement be the most cost-effective considering all relevant circumstances.

The university has contracted with Enterprise to provide cost savings to the university. The contract provisions include no additional charge for picking up a rental in Nacogdoches on Saturday (or after 4 pm on Friday) for travel beginning on Sunday, and no drop fee for one-way rentals in Texas. Therefore, it may be more cost-effective to drive a rental vehicle to the airport and drop it off there than to use a personal vehicle and pay airport parking fees. A link to the university’s contracted rates with Enterprise, as well as additional information about vehicle rental, is available on the motor vehicle rental webpage.

Coordination of travel must occur when employees travel on the same dates with the same itinerary to conduct the same official State business. When four or fewer employees travel on the same itinerary, only one may be reimbursed for mileage or rental vehicle. When more than four employees travel on the same itinerary, only one out of every four may be reimbursed for mileage or rental vehicle. Travel to Washington D.C. (University and State Requirements)

Regardless of the purpose of the travel, an employee planning to travel to Washington, D.C. on university business must notify the university president in advance. Prior to submitting a travel authorization, the traveler must complete the electronic SFA Report of Travel to Washington, D.C. form. Once submitted online, it will automatically be sent to the president. Alternatively, the travel may add an authorization to travel to D.C. Expense line within Concur and that will be routed to the president for appropriate approval.

Additionally, per State law, if the travel is funded by state appropriations and its purpose is to engage in activities related to obtaining or spending federal funds, or to impact federal policies, the university must inform the Texas Office of State-Federal Relations (OSFR) by completing the OSFR Report of State Agency Travel to Washington, D.C. form. The provost’s office will determine whether the OSFR should be informed of the travel. If so, the provost’s office will complete and submit the OSFR form and maintain a copy.

Meal and lodging rates differ depending on location. SFA’s Concur Module reflects the current reimbursement rates for domestic and international locations. Domestic locations are determined by the county. These reimbursement rates are automatically calculated when the travel authorization is entered into Concur.

NOTE: Regardless of location, meals are reimbursable only for trips that include overnight travel. Meal receipts are not required for reimbursement, except in the case of student or other group travel and business meals. Concur also provides per diem rates for international travel so receipts are not required for international travel except in the event of student, group, team, or business meals that require reimbursement of actual cost. Refer to the Travel Guidelines or contact the travel office for further information about meal receipt requirements for these situations.

Meals are reimbursable for partial days of travel (with an overnight stay) as stated below. The first and last day of travel will be calculated at 75% of the per diem. The traveler must be away from his/her designated worksite on official business the entire time period to be eligible for per diem for that meal:

• Breakfast 6:00 a.m. – 8:00 a.m.
• Lunch 11:30 a.m. – 1:30 p.m.
• Dinner 6:00 p.m. – 8:00 p.m.

Meal Reimbursement Rates

The Federal Per Diem rate tables are used to determine the out-of-state meal reimbursement rates for specific counties. Meal reimbursement for partial days will be made using the following percentages of the applicable locality-based meal rate found in the tables:

• Breakfast 17%
• Lunch 33%
• Dinner 50%

NOTE: Lodging receipts are required for reimbursement.

In-State and Out-of-State Lodging Reimbursement Rates

The Federal Per Diem rate tables are used to determine both the in-state and out-of-state lodging reimbursement rates for specific cities/counties.

Lodging Exceeds

When the actual lodging amount exceeds the allowable per diem (see previous paragraph), the excess will be up to manager approval but can be paid by any FOAP The Lodging Exceeds Calculator may be used to calculate the amount to enter.

SFA is exempt from paying State of Texas hotel occupancy tax. Therefore, travelers must provide a “Texas Hotel Occupancy Tax Exemption Certificate” to the vendor for lodging. Employees will not be reimbursed for the state portion of the hotel occupancy tax.

Many states provide sales/hotel tax exemptions. Travelers should check the Tax Exemptions webpage to determine whether out-of-state meals and lodging are exempt from taxes.

Per diem reimbursement also includes $5 of incidental expenses automatically added to the calculated per diem for the traveler.

Receipts are required for reimbursement of all international expenses with the exception of international per diem which will automatically calculated within Concur. Refer to the SFA International Travel Rules and Guidelines for further information.