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1000 DFPS Travel Policy

1100 Terms and Definitions

Travel Policy December 2024

See Definitions of Terms for explanations of terms used throughout this handbook.

1200 State Travel Legislation

Travel Policy December 2024

Policies and procedures governing state business travel are based on legislation, and so are the many conveniences that have been arranged for travelers. The DFPS travel policies explain in detail how to arrange, document, and request reimbursement for travel, so authorized travelers can be assured of the following:

  • Reimbursements will be timely and accurate.
  • The privilege of state-arranged billing and charging is protected for travel required in the future.
  • DFPS is in compliance with the law.

State travel legislation includes the following:

In order to conserve state funds, some of the DFPS travel policies in the following sections may be more restrictive than those in the Texas Administrative Code, Texas Government Code, STMP, and General Appropriations Act.

1300 Conveniences for State Travelers

Travel Policy December 2024

STMP allows participating vendors to offer an array of services to authorized travelers. The program has negotiated annual contracts as part of its mission to reduce costs and keep agency management informed about how its authorized travelers travel and at what costs. Those contracts provide for the following:

  • Travel agency services.
  • State travel charge cards.
  • Airlines.
  • Rental cars.
  • Hotels.

The state contract offers the following conveniences for authorized travelers:

  • Multiple options in choosing things such as flights, hotels, rental cars, and billing services.
  • State contractors who are familiar with agency needs, saving travelers time and worry.
  • The ability to avoid spending personal funds for state travel by using the agency’s central billing account. This allows airline and car rental charges to be billed directly to the agency.

DFPS requires all employees to obtain prior approval for public transportation (airfare, car rental, bus ticket, and train reservations) and out-of-state travel through the travel authorization (TA) process in eTravel.

1400 Authorized Travelers

Travel Policy December 2024

Reimbursed through Travel Section

DFPS reimburses travel expenses in accordance with the comptroller’s guidelines for official state business conducted by any of the following people through the Travel Section:

  • Employees, prospective employees, former employees for travel while at DFPS, and other authorized travelers.
  • Committees, councils, and key officials.
  • Attendants for authorized travelers with disabilities requiring assistance.
  • Volunteers and interns.

Reimbursed through Accounts Payable

DFPS reimburses travel expenses in accordance with the comptroller’s guidelines for official state business conducted by any of the following people through DFPS Accounts Payable:

  • Non-employees.
  • Temporary employees.
  • Foster parents.
  • Clients, including minors.
  • Witnesses.
  • Contractors.

1500 Travel Inquiry and Contact Information

Travel Policy December 2024

Travel Claims and Services Contact Information

See Travel Claims and Services Contacts (Claims, Settlements, Advance Travel, and Direct Bill) on the DFPS intranet.

eTravel Claim Status

The status of each Travel Claim can be found in the Status History tab in the eTravel system.

1600 Reimbursements

Travel Policy December 2024

An authorized traveler who uses direct deposit or the Focus Card for payroll receives his or her travel reimbursements to the same account. If a traveler does not use direct deposit or the Focus Card for payroll, the warrant (paper check) for reimbursement is mailed to the traveler’s residence address as indicated in CAPPS.

DFPS must reimburse an employee for travel expenses no later than 45 days after the employee submits a correct and complete travel voucher.

Texas Government Code Section 660.019

An employee is required to wait 20 business days after the submission of a travel claim before inquiring about the claim’s status. The message board on the Travel Claims tab in eTravel shows the received date of the claim that the auditors are processing. The objective is to reduce the number of inquiries, so travel staff can focus on processing travel claims. Most travel claims pay within 20 business days, and any inquiries before that only delay the process further.

The comptroller has advance notification available for travel reimbursements. To opt-in for Advance Payment Notification (APN), a payee must first set up an account and submit either an uncashed warrant or a direct deposit number for authentication in the Search Payee Payments application. A payee manages his or her own APN options. After receiving an APN, the payee can go back to the application to securely access the payment details online.

For more information, see the comptroller’s Fiscal Management Division (FMX) webpage titled State Payee Payment Resources.

1700 Overpayments

Travel Policy December 2024

An authorized traveler must reimburse DFPS for any overpayment of travel expenses, whether the error is made by DFPS or the authorized traveler. An overpayment is defined as an authorized traveler’s receiving of a reimbursement that exceeds the limits established by policy or the amount of allowable travel expenses actually incurred. An employee who does not submit the payment in a timely manner is placed on comptroller payee hold. The employee may be subject to adverse personnel action, up to and including dismissal. Any subsequent travel reimbursements are applied to the outstanding overpayment.

1800 Responsibilities

1810 Agency Head Responsibilities

Travel Policy December 2024

The DFPS Commissioner is responsible for ensuring that policies and procedures are in place to allow employees and other authorized travelers to do the following:

  • Plan travel for maximum economy and efficiency.
  • Be reimbursed only for travel that is clearly official state business.

1820 Manager and Supervisor Responsibilities

Travel Policy December 2024

Management is responsible for reviewing and authorizing travel that is economical and efficient, and for ensuring that only authorized travel is reimbursed, using the Reasonable, Economical, Accurate, Authorized, Logical (REAAL) Rule.

Management is required to do the following:

  • Eliminate unnecessary travel, both in-state and out-of-state.
  • Minimize the number of staff members traveling, both in-state and out-of-state.
  • Limit the number of employees attending conferences and training not required by DFPS or by the federal or state government.
  • Ensure coordination of travel when two or more authorized travelers are going to the same location to conduct the same business.
  • If public transportation is requested, ensure it is the most economical travel option available, considering all relevant circumstances.
  • Verify travel trips through sign-in and sign-out sheets, shared Outlook folders, or other means to certify that travel claims are true, correct, and not yet paid.
  • Review and approve eTravel claims, settlements, travel authorizations, and advance travel for accuracy, compliance with travel policy and procedures, and submission in a timely manner.
  • Ensure the appropriate travel claim forms are used for additional expenses or to correct an error after the original eTravel claim is submitted and processed, and ensure those forms are approved and completed. A manager follows the Supervisor Approval Checklist when reviewing paper or supplemental Travel Claims or Settlements for approval. See Travel Forms and 3700 Attachments Required for details of required attachments.
  • Submit internal divisional travel policies to the director of accounting for review and approval.
  • Ensure that divisional travel policies are enforced. This consists of monitoring for specific issues addressed in divisional policy and auditing the travel claim based on those specific policies before submitting the claim to the Travel Section.
  • Ensure that employees who are separating from DFPS have completed all travel and have paid any debt owed to DFPS before off-boarding the employee.

1830 Travel Responsibilities

Travel Policy December 2024

A traveler is responsible for securing appropriate approvals to travel, ensuring his or her authorized travel is economical and efficient, and following all policies and procedures.

A traveler is required to do the following:

  • Choose the most economical option available (such as sharing a ride, using public transportation, completing the Rental Vehicle vs. Mileage Reimbursement Calculator provided by the comptroller to determine the most cost-effective mode of transportation, or a combination of these).
  • Complete the appropriate online training module before accessing the eTravel system.
  • Receive appropriate pre-approvals, as required, before traveling.
  • Coordinate travel when two or more authorized travelers from the same office are going to the same location to conduct the same business (Four-Per-Car-Rule).
  • Submit travel claims and all supporting documentation within 90 days after the date the travel occurred. Each claim can cover no more than three consecutive months of travel.
  • Obtain pre-approval for travel through the Travel Authorization (TA) process in eTravel for all public transportation (airlines, rental car, train, and bus ticket reservations) and any out-of-state travel.
  • Use state-contracted hotels, airlines, and rental car vendors established by STMP unless there is a cheaper alternative or a valid exception. See 1920 Exceptions to the Use of State Contractors.
  • Comply with all DFPS travel policies.

1840 Direct-Bill Team Responsibilities

Travel Policy December 2024

The Direct-Bill Team does the following:

  • Reconciles all direct-billed hotels, out-of-state and in-state air travel, car rentals, and other public transportation charges by dates of travel, destination, and purpose of trip for vendors.
  • Ensures charges are valid and appropriate and that payment was processed in accordance with the Prompt Payment Act (see Texas Government Code Section 2251).
  • Oversees policy and procedures for direct billing and ensures they are consistently applied.
  • Collaborates in developing and overseeing travel policies and procedures specific to DFPS.
  • Makes reservations for client bus travel.
  • Consults with and monitors the travel vendors regarding the specific needs of DFPS.
  • Resolves situations that occur between the travel vendors and DFPS employees.
  • Trains and assists employees with questions and problems related to employees’ Travel Authorizations.

1850 Advance Travel Responsibilities

Travel Policy December 2024

The Advance Travel Team does the following:

  • Reviews and processes the Advance Request to assign the EXTRA card.
  • Reconciles the Advance Travel EXTRA card expenses to the contracted vendor’s invoice.
  • Oversees policy and procedures for Advance Travel to ensure they are consistently applied.
  • Collaborates in developing and overseeing travel policies and procedures specific to DFPS.
  • Resolves situations that occur between the contracted vendors and DFPS employees.
  • Trains and assists employees with questions and problems related to employees’ Advance Travel Requests and shipment of EXTRA cards to employees.

1860 Travel Claims and Settlements Responsibilities

Travel Policy December 2024

The Travel Claims and Settlements Team does the following:

  • Audits and reimburses all employee Advance Settlement Claims and Travel Claims in a timely manner.
  • Notifies the traveler of required corrections for his or her returned Travel Claims and Advance Settlement Claims.
  • Manages state travel charge cards.
  • Collaborates in developing and overseeing travel policies and procedures specific to DFPS.
  • Ensures all policy and procedures for travel reimbursement claims are consistently applied.
  • Trains and assists employees with questions and problems related to employees’ travel.

1870 State-Contracted Travel Agency Responsibilities

Travel Policy December 2024

The agents of the contracted travel agency assist the traveler by coordinating the traveler’s airline and rental car requests and by suggesting economical arrangements based on a given destination, intended arrival times, and any special accommodations needed.

1900 Using State Contractors

1910 Requirements for Use of State Contractors

Travel Policy December 2024

Travelers must use state-contracted vendors established by STMP for hotels, airlines, and rental cars, unless there is a less expensive alternative or another approved exception. See 1920 Exceptions to the Use of State Contractors for the approved exceptions and documentation requirements.

If a traveler uses a travel agency, it must be the contracted travel agency established by STMP. DFPS uses NTS as its official state-contracted travel agency.

The following webpages on the comptroller’s website list the state-contracted vendors:

Travel Agency (DFPS uses NTS)

Hotels

Airlines

Rental Cars

DFPS has specific direct-bill links set up with the rental car vendors. See Transportation: Rental Cars.

1920 Exceptions to the Use of State Contractors

Travel Policy December 2024

The comptroller is required by law to audit travel vouchers for compliance with the Statewide Procurement Division’s (SPD) rules for contracted travel services.

Texas Administrative Code §20.411

The exceptions to using contracts negotiated by the State Travel Management Program (STMP) are listed in the Texas Administrative Code (TAC) §20.408.

These exceptions apply only to the use of contracted travel services and not specifically to reimbursement rates or policies as outlined in TexTravel. Justifications related to reimbursement policies or guidelines must also be documented.

In accordance with these rules and applicable laws, state agencies may allow employees to use travel services other than contracted travel services only if one or more of the exceptions in subsections (B) through (J) of the TAC section indicated above apply. Nothing in this section of TAC affects or alters the authority of the comptroller regarding travel reimbursement or audit of travel transactions.

The travel claim or settlement must include the exception that is best suited to the traveler’s situation. The letter, as well as the phrase between the letter and the next period (.), must be entered on the travel claim or settlement. For example, when using exception B, it is necessary to enter both “b” and “Lower overall cost of travel.”

Definitions of Terms

Travel Policy December 2024

The definitions below serve as a glossary for this handbook.

Alternate Preparer

Travel Definition December 2024

A DFPS employee authorized by the traveler to complete the travel request and claim processes in the eTravel system on the traveler’s behalf. The alternate preparer is also referred to as the traveler’s proxy. An alternate preparer cannot submit an Advance Request to the supervisor for approval.

Attendant

Travel Definition December 2024

The person who has the responsibility to care for a DFPS employee who has a physical disability.

Authorized Traveler

Travel Definition December 2024

A person who may be reimbursed under the DFPS travel handbook, including, but not limited to, the following people:

  • Employees.
  • Former employees (for authorized travel while at DFPS).
  • Prospective employees.
  • Board, committee, and council members.

Board

Travel Definition December 2024

A board, commission, committee, council, governing body, or similar entity in the executive, legislative, or judicial branch of state government that is composed of two or more members.

Texas Government Code Section 660.002(2)

Business Day

Travel Definition December 2024

Any weekday (Monday through Friday), except a weekday on which a national or state holiday occurs. See also workday.

Business Unit

Travel Definition December 2024

An element or segment of an agency representing one or more specific business functions.

Cancellation Charge

Travel Definition December 2024

A fee, charge, or payment that a provider of travel services requires because of the cancellation or change of a travel reservation or other travel plan. For example, a nonrefundable purchase of an airline ticket becomes a cancellation charge when the ticket becomes unusable because of changed travel plans.

Texas Government Code Section 660.002(3)

Client

Travel Definition December 2024

A person who is receiving services from DFPS or to whom DFPS intends to offer services.

Commercial Lodging Establishment

Travel Definition December 2024

This is defined as either of the following:

  • A motel, hotel, inn, apartment, or similar entity that furnishes lodging to the public for pay.
  • A person or establishment that provides lodging for pay that the comptroller determines to have a sufficient number of the characteristics of a commercial lodging establishment for the purposes of the Travel Regulations Act and Texas Government Code Section 660.002(5).

The term includes lodging provided by any of the following:

  • A governmental entity on property controlled by that entity.
  • A religious organization on property controlled by that organization.
  • A private educational institution on property controlled by that institution.

Compensatory Per Diem

Travel Definition December 2024

A rate set per day to reimburse a committee or council member for meals, as defined by Texas Government Code Section 659.031.

Comptroller

Travel Definition December 2024

The Texas Comptroller of Public Accounts (CPA).

Contracted Vendor

Travel Definition December 2024

A vendor under contract with the State Travel Management Program (STMP) to perform specific activities.

Designated Headquarters (HQ)

Travel Definition December 2024

The area within the city limits of the incorporated area (city or town) in which a state-authorized traveler’s place of employment is located.

If an authorized traveler’s place of employment is located in an unincorporated area, then the area within a five-mile radius of the place of employment is the designated HQ.

If a city, town, or unincorporated area is completely surrounded by the city or town in which an authorized traveler’s place of employment is located, then the designated HQ includes the surrounded area.

Texas Government Code Section 660.002(7)

Disclaimer

Travel Definition December 2024

An electronic certification acknowledged by the traveler that certifies that the expenses claimed on the travel claim or settlement are true, correct, and not yet paid. It also authorizes the Travel Section to make any necessary corrections to unallowable charges.

Direct Billing

Travel Definition December 2024

A process in which a vendor submits invoices to DFPS for payment, rather than charging the traveler.

Disability

Travel Definition December 2024

A physical or mental impairment of a person that substantially limits one or more of his or her major life activities.

Texas Government Code Section 660.002(8)

Divisional Travel Policy

Travel Definition December 2024

A DFPS-approved internal travel policy implemented at and for a region, division, unit, or program area. The divisional travel policy could be more restrictive than the travel policy that applies to all of DFPS.

Duty Point

Travel Definition December 2024

The destination, other than the place of employment, to which a state employee travels to conduct official state business. If the destination is outside the employee’s designated HQ, then the duty point is either of the following:

  • The incorporated municipality in which the destination is located.
  • The area within a five-mile radius of the destination (if the destination is located in an unincorporated area).

Texas Government Code Section 660.002(9)

Electronic Signature

Travel Definition December 2024

An electronic identifier intended by the person using it to have the same force and effect as the use of a handwritten signature.

eTravel System

Travel Definition December 2024

An online travel application that records all business-related travel expenses and reimbursement. This system does the following:

  • Automatically calculates mileage between locations or duty points.
  • Allows the traveler to document duties performed.
  • Allows the traveler to record the following:
    • Lodging.
    • Meals.
    • Incidental expenses.
    • Associated expenses for clients.

A user who plans travel in advance can launch and print interactive maps and driving directions from this application.

Executive-Level Management

Travel Definition December 2024

This refers to any DFPS employee listed on the Executives page of the DFPS public website and any executive shown in the organizational charts on the DFPS intranet.

Extraordinary Circumstance

Travel Definition December 2024

An event that threatens public health or safety or that causes or threatens to cause damage to public property.

Force Majeure

Travel Definition December 2024

A common clause in contracts that essentially frees both parties from liability or obligation when an extraordinary event or circumstance beyond the control of the parties, or an event described by the legal term “act of God”, prevents one or both parties from fulfilling obligations under the contract.

Texas Administrative Code Section Title 34, Part 1, Subchapter E, Rule §20.407(3)

Foreign Travel

Travel Definition December 2024

Travel to or within a country other than the United States of America.

Foster Child

Travel Definition December 2024

A person younger than age 18 in DFPS’s managing conservatorship or a young adult in DFPS’s Extended Foster Care program.

Incidental Expense

Travel Definition December 2024

A necessary and reasonable expense incurred by a state-authorized traveler while traveling on official state business. The term includes the following:

  • Luggage fees for flights.
  • Parking and toll charges.
  • Fuel for rental cars.
  • Applicable taxes and fees incurred on incidental charges.

This term does not include:

  • Expenses for reimbursable meals, lodging, or transportation.
  • Personal expenses that an authorized traveler would incur regardless of whether the authorized traveler was traveling on official state business.
  • Tips and gratuities.

Texas Government Code Section 660.002(10)

Lodging Expense

Travel Definition December 2024

A charge imposed by a commercial lodging establishment as consideration for providing lodging. The term does not include money paid as a donation, gratuity, or tip to the establishment.

Texas Government Code Section 660.113(a)

May Not

Travel Definition December 2024

Imposes a prohibition and is synonymous with “shall not.”

Texas Government Code Section 311.016(5)

Meal Expense

Travel Definition December 2024

The cost of a meal plus any tax that is based on the meal’s cost. This includes service charges that cannot be refused (such as charges for delivery or restocking). The term does not include a tip, a gratuity, alcoholic beverages, or a non-mandatory service charge paid or imposed in conjunction with a meal.

Miscellaneous Claims

Travel Definition December 2024

A paper travel claim to reimburse a state-authorized traveler for travel expenses incurred during official state business. These claims relate to travel expenses that are older than the retention period of the current fiscal year plus two prior years.

FMX Fiscal Management-Texas Comptroller

National Travel Systems (NTS)

Travel Definition December 2024

NTS is a state-contracted travel agency for the State of Texas and is currently the travel agency used by DFPS.

Nonworking Hours

Travel Definition December 2024

All hours in a calendar day outside working hours.

Overpayment

Travel Definition December 2024

An authorized traveler’s receipt of a reimbursement that exceeds the limits established by law or the amount of travel expenses actually incurred.

Personal Emergency

Travel Definition December 2024

An unplanned event that is impossible to anticipate and that would reasonably prevent a traveler from completing business travel. Examples include emergency situations that involve calling 911 or illnesses of family members. A personal emergency does not include a matter that would be a personal choice.

Place of Employment

Travel Definition December 2024

The office or location at which a state-authorized traveler most frequently conducts official state business.

Texas Government Code Section 660.002(15)

Pre-Pay Receipt (also known as Pre-Paid Receipt)

Travel Definition December 2024

A gasoline receipt issued by the fuel vendor to the traveler before the completion of the pumping of fuel that does not detail the total price paid, number of gallons purchased, or price per gallon. This type of receipt is not reimbursable.

Prospective State Employee

Travel Definition December 2024

A person who is being considered by a state agency for employment with the agency. The term includes an employee of a state agency who is being considered for employment by another state agency.

Texas Government Code Section 660.002(16)

Public Transportation Company

Travel Definition December 2024

A company or individual that transports people or goods at a cost.

Texas Government Code Section 660.002(6)

Receipt

Travel Definition December 2024

Documentation submitted as proof that a state employee has incurred an allowable travel expense to conduct state business.

Rental Vehicle vs. Mileage Reimbursement Calculator

Travel Definition December 2024

An online tool provided by the comptroller to assist travelers in determining the most cost-efficient travel means by comparing the cost of renting a vehicle to the cost of reimbursing employees for business-related mileage. To use this tool, go to the Rental Vehicle vs. Mileage Reimbursement Calculator webpage.

Rented or Public Conveyance

Travel Definition December 2024

A rental car, taxi, rideshare vehicle (such as Uber or Lyft), bus, train, aircraft, boat, bicycle, or other form of transportation that a state employee rents or pays a fare to use for a period of less than one month for approved official state business.

Texas Government Code Section 660.002(18)

ROSA

Travel Definition December 2024

Regional operations support administrator.

State Agency

Travel Definition December 2024

A unit of state government that uses appropriated funds to pay for or reimburse a state employee’s travel expense.

Texas Government Code Section 660.002(19)

State Employee

Travel Definition December 2024

A person employed by a state agency, including a key official.

Texas Government Code Section 660.002(20)

State Travel Charge Card

Travel Definition December 2024

A charge card issued to an eligible state employee by the contracted charge card company for the purpose of paying travel-related expenses. This card is also referred to as the state corporate card.

STMP

Travel Definition December 2024

The State Travel Management Program (STMP) at the comptroller’s office helps state agencies manage travel expenses by providing discounted travel services through vendor contracts and by monitoring state travel activity. These measures ensure that state agencies use taxpayer dollars efficiently.

Supplemental Claim

Travel Definition December 2024

A paper travel claim that may be filed to claim an expense that was omitted or reduced from a previous electronic travel claim.

Telework

Travel Definition December 2024

A work arrangement in which an employee regularly performs officially assigned duties at his or her residence.

Tollway Fee

Travel Definition December 2024

Fee assessed when driving on a tollway — road, bridge, or tunnel.

Traveler

Travel Definition December 2024

The state employee who is approved to travel to conduct official state business.

Travel Advance Fund

Travel Definition December 2024

A petty cash account allowed by the comptroller. Texas Government Code Section 403.248 authorizes use of the Travel Advance Fund.

Travel Advance Settlement Claim

Travel Definition December 2024

Settlement of travel advance funds occurs within 14 calendar days after the final day of the trip through submission of the settlement claim in the eTravel system.

Travel Authorization (TA)

Travel Definition December 2024

The employee’s supervisor approves a TA in eTravel for the employee’s and client’s travel to be direct-billed or for personally paid public transportation to be reimbursed. The approved authorization is required to make reservations for public transportation (such as air, rental car, or bus) or to travel out-of-state.

Travel Claim

Travel Definition December 2024

A claim represents travel expenses submitted for reimbursement. This term is used in conjunction with eTravel and represents the electronic submission of travel expenses.

Travel Expenses

Travel Definition December 2024

Transportation, meals, lodging, or incidental expenses incurred while conducting official state business.

Texas Government Code Section 660.002(21)

Travel Section

Travel Definition December 2024

The administrative unit under the chief financial officer (CFO) that is responsible for the review, approval, and processing of employee-related travel requests and documents.

Travel Status

Travel Definition December 2024

The current status of a travel request for a Travel Authorization, Advance Request, Advance Settlement, or Travel Claim reimbursement found in the eTravel system.

Travel Voucher Form

Travel Definition December 2024

A paper form that the traveler submits for reimbursement of travel expenses incurred while conducting official state business. This form is used when the traveler does not have access to the eTravel system.

Workday

Travel Definition December 2024

A day on which a state-authorized traveler is regularly required to conduct official state business. See also business day.

Working Hours

Travel Definition December 2024

The hours during which an employee is scheduled to work. An employee is expected to report to work at the appointed time and work all scheduled hours. See HR Manual, Chapter 5, B. Work Time.

 

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