91暗网

Booking with State Funds. Use for hotel booking. State funded lodging is limited to GSA per diem rate. Email travel@shsu.edu for access.

Booking with Institutional Funds. Use the , unless conference hotel is booked through registration page. Lodging expenses may be up to 50% of the per diem rate. The maximum rate can be determine by multiplying the per diem rate by 1.5. Expenses over 50% of the per diem rate require additional approval by the Vice President with an explanation.

Booking Conference Hotel. Only available for institutional funded travel, unless the rate is within the GSA per diem rate. If the conference hotel rates is given to attendees, the traveler must obtain verification of the conference room rate by screenshot or printing of the conference website. If the traveler is unable to secure conference discounted rate, the Dean or Vice President may approve a higher rate.

Internet. If the hotel does not offer free wifi, hotel internet fees are also an allowable expenses.

Required Texas Tax Form. In Texas, travelers must present a completed Texas Hotel Occupancy Tax Exemption Certification upon check-in. This certificate will exempt travelers from paying taxes. If traveler fails to provide form, the traveler is responsible for paying taxes. All taxes & fees outside of Texas are reimbursable up to the GSA per diem rate maximum.

Shared Lodging. When multiple travelers share lodging, each traveler will be reimbursed for their portion, up to the maximum per diem rate.

Expense Report. Attach proof of any conference discount rate and/or additional approvals from Dean or Vice President. Expense reports must include names of the travelers that shared lodging. For reimbursements of shared lodging, the expense report must include the Pre-Approval ID or Expense Report ID of the other traveler via comment in Chrome River. Expenses can be split by FOAP, if necessary.

Booking with Institutional Funds. Use the . When using the Ghost Card in Concur, airfare should not be included in the Pre-Approval or Travel Expense Report. Ghost Card payments are booked to the departmental FOAP.

Booking with State Funds. Traveler must book with state contracted airfare, unless a lower rate can be obtained. Other exceptions include unavailability of city pairs, special needs, in travel status, and group program. The state site only shows one-way rates, the traveler must double the rate.

Fees. Change fees are only reimbursable for business or weather-related situations and an explanation should be provided on the travel expense report, within the business purpose. For institutional funded travel, change fees incurred due to other circumstances require approval by a Dean, Director, or Vice President that governs the budget.

Upgrades. Upgrades must be approved by the Vice President, such as Extra Leg Room, Business or First Class seating (premium seating).

Baggage. Travelers are allowed one bag. Additional baggage fees require additional explanation in the Expense Report.

Expense Report Attach a receipt that includes:

• Name of Traveler
• Ticket Number
• Class of transportation/basis code, if applicable
• Travel Dates
• Fare Total
• Origin and Destination of each flight (City Pairs)
• Method of Payment

Rental Car. Economy or intermediate size vehicles are preferred. Upgrades require business justification and approval from direct supervisor. Fuel and GPS navigation systems are also allowable. An additional driver, who is a 91暗网 employee or student with a business purpose, may also be allowable with business justification. Collision damage waivers (CDW) and loss damage waivers (LDW) are also allowable when using a non-state preferred vendor. Preferred state vendors rental rates include insurance coverage. Toll and parking fees are also allowable expenses.

Rent with State Funds. Travelers must use a preferred state contracted vendor, which are Enterprise/National, Avis/Budget, and Hertz.

Rent with Institutional Funds. Use the .

Rental Car Excludes.

• Personal use of the rental vehicle, including fuel
• Drivers that are not university employees or students and/or have no business purpose
• Personal accident, liability, and effects insurance

Expense Report Traveler must provide the original receipt. Rental car receipts must include:

• Name of Traveler
• Rental Car Company
• Rental pickup and return dates
• Itemization of expenses
• Proof of Payment

Excludes. Commute mileage is not allowable, regardless of funding source or nature of the event, meeting or work attended. Commute mileage is travel between the employee's residence and assigned campus or other workplace/duty point. An employee working remotely is not eligible for commute mileage to attend meetings or events at the campus or assigned workplace of the department to which an employee is assigned.

Parking. Use Travel Card for parking fees without reimbursement or personal credit card with request for reimbursement.

Fuel. The travel card should not be used for fuel purchased for a personal vehicle. Fuel must not exceed the cost of mileage in order to claim fuel expense as allowable. Cost comparison for mileage vs fuel expense should be provided to prove fuel expense as cost effective option. Fuel for rental vehicles and state vehicles can be purchased on 91暗网 Travel Card.

Mileage & Tolls. Mileage and tolls require request for reimbursement. Mileage reimbursement is not permissible between 91暗网 properties or when the one-way distance is 15 miles or less for routine business deliveries/pick up during normal working hours. If mileage exceeds the minimum distance, then full mileage can be claimed.

Expense Report. All "To/From" destinations must be detailed and specified on the travel expense report. In , travelers are encouraged to add their commute miles to their profile. When creating the expense report, the traveler should use the mileage tile to change deductions section default to none by clicking the word none. Then, the traveler will select distance and the commute miles will auto populate based on the information in the profile settings.

GSA per diem. Meal expenses are dependent on the travel destination. The first and last calendar day of the overnight travel is reduced to 75%.

Tool. Use the Meal Per Diem Wizard, in , to calculate the reduction of the first and last day of travel to obtain allowable meal rate or visit the GSA website.

Fees & Tips. Meal tips and food delivery fees are also allowable expenses and are included in the total cost of the meal.

Excludes. Alcohol and meals incurred during non-overnight travel are not an allowable expenses.

Pay. Use Travel Card without reimbursement or personal credit with request for reimbursement.

Business Meals within Travel Status. Meals that support the business and educational mission of the university. The consumption of food is incidental to the purpose of the meeting. If a meal meets the business requirements, the traveler must provide a list of attendees, itemized receipt, and approved FO-19 form. GSA per diem calculations do not apply for business meals. Business meals consumed within headquarters are not travel expenses and should follow the procurement process.