2700 Other Travel Expenses
2710 Conference, Seminar, and Training Expenses
Travel Policy June 2021
Travel expenses for conferences, seminars, and trainings are reimbursable only if the travel clearly involves justifiable state business which will benefit DFPS.
There are specific requirements that all attendees must follow to have their travel expenses reimbursed:
- Enter a statement describing the specific business addressed and how it directly relates to the traveler’s duties in the Duties Performed section of the Trips tab.
- Upload a copy of the Travel Authorization (TA) in eTravel that gave supervisor approval to attend the training.
- Submit the travel claim for approval in eTravel with the travel-related receipts and documents attached
There are special requirements for training seminars taught by DFPS staff for DFPS employees. To reduce travel expenditures, DFPS uses interactive television, video conference technology, and telephone conferences to the greatest extent possible.
Attendees who travel to a DFPS-sponsored training seminar will receive a signed Form 7905 Request for Certification for Internal Training, which must be attached to the travel claim. The form provides the title and dates of the training and certifies all of the following:
- DFPS does not possess interactive television or video conference facilities at the designated headquarters of the employees attending the seminar.
- DFPS cannot purchase or lease those facilities at a cost less than the total travel expenses associated with the seminar.
- DFPS does not have access to another agency’s facilities at the same location.
2711 Registration Fees
Travel Policy June 2021
DFPS may do either of the following:
- Pay the registration fees directly to the sponsoring organization prior to travel. Contact the DFPS Purchase Support mailbox for details.
- Reimburse an authorized traveler on the travel claim if the fees were paid personally while in travel status.
The traveler must upload receipts to the Docs/Receipts tab of the travel claim. Refer to the table below to determine whether the registration fee is reimbursable.
| If the registration fee includes … |
then… |
|---|---|
non-optional meals or lodging… |
the fee is reimbursable only to the extent it would be reimbursable had it not been packaged with the registration fee. The traveler enters a comment on the Expense tab of the travel claim in eTravel that says, “Meals/lodging provided with registration were non-optional.” |
optional meals or lodging… |
the fee is reimbursable as part of lodging and meals only to the extent they would be reimbursable had they not been packaged with the registration fee. The traveler enters a comment on the Expense tab of the travel claim that says, “Optional meal/lodging purchased.” |
no meals or lodging… |
the traveler enters a comment on the Expense tab of the travel claim that says, “No meals or lodging included.” |
entertainment, and other optional personal expenses… |
the fee for entertainment and other optional personal expenses is not reimbursable. |
The same travel guidelines apply for submitting a paper travel voucher. The only difference is that the traveler claims the registration fee on page one of the employee’s travel voucher in the Other Travel Expenses section. The traveler attaches the receipt to the travel voucher and notes any additional information in the Duties Performed section on the Record of Transportation.
Membership in organizations is only paid when it is carried in the name of DFPS and is approved by the commissioner or designee. Contact the DFPS Purchase Support mailbox for details.
DFPS administrators must make every effort to ensure full attendance at any seminar or conference that has been paid in advance. One authorized traveler may replace another at a conference or seminar if the claim includes an attached receipt and a statement explaining the circumstances.
An authorized traveler who prepays a registration fee and then withdraws for medical reasons after the deadline may be reimbursed even though the sponsoring organization does not refund the fee. The traveler must upload the following documentation to the Doc/Receipts tab of the travel claim in eTravel:
- A statement indicating that a medical emergency or sudden illness prevented attendance.
- A receipt for the fee.
- A copy of the letter to the sponsoring organization requesting a refund.
- A letter from the organization rejecting the request. If the sponsoring organization does not respond, a statement to that effect must be indicated on the claim.
No-show cancellation charges are reimbursable only for medical and business reasons.
The same rules apply to a paper travel voucher. All documentation must be attached to the travel voucher. The required statement outlining the medical or business reason that prevented attendance must be entered in the Duties Performed section on the Record of Transportation.
2720 Reimbursement for Travel to Job Interviews
Travel Policy June 2021
Employees affected by a reduction-in-force may be reimbursed for in-state travel expenses for job interviews with DFPS. Reimbursement is available for a maximum of three interviews, or until a job offer is made, whichever occurs first. Prior written approval by appropriate executive level management is required for travel reimbursement for DFPS interviews due to a reduction-in-force. The traveler must attach the approval memo to the travel claim. (See 1100 Terms and Definitions for definition of executive level management.)
2730 Incidental Expenses
Travel Policy June 2021
Incidental expenses are travel costs not included under the reimbursement for lodging and meals, mileage, or transportation on the travel claim.
2731 Allowable Incidental Business Expenses
2731.1 Business-Related Administrative Expenses
Travel Policy June 2021
Allowable business-related administrative expenses include but are not limited to:
- Business phone calls (local and long distance).
- Document copying.
- Notary fees.
- $25 or less for emergency purchase of postage.
- Freight charges to ship state equipment or materials.
- Fax charges.
- Mandatory service charges for loading or unloading state equipment.
2731.2 Business-Related Vehicle Expenses
Travel Policy June 2021
The following are allowable business-related vehicle expenses:
- Gas for rented or state-owned vehicles. (Itemized gas receipt required.)
- Parking fees. (Must indicate dates and amount in the Duties Performed section of the Trips tab. Itemized receipt required. Valet parking is not reimbursed unless mandatory.)
- Toll charges, including fees assessed for vehicles not equipped with a TxTag or similar reader. (Must indicate dates and amount in the Duties Performed section of the Trips tab. Itemized receipt required.)
- Airport parking while traveling. (Itemized receipt required.)
- Repair parts, labor, and towing charges for state-owned vehicles.
2731.3 Business-Related Foreign Travel Expenses
Travel Policy June 2021
The following are allowable business-related foreign travel expenses while in travel status:
- Charges for foreign travel, such as passport or visa charges, airport boarding passes, departure taxes, and inoculations required for entry into the foreign country. (Original itemized receipts are required with the travel claim when submitting for reimbursement.)
- Charges to exchange U.S. currency for foreign currency and vice versa. (Losses caused by exchange rate fluctuations are not reimbursable.)
2731.4 Personal Attendant Expenses
Travel Policy June 2021
The following are allowable personal attendant expenses:
- Admission fees while accompanying clients.
- Personal attendant fees and the attendant’s actual travel expenses within the service limits stated for the traveler attended.
- Personal attendant services and expenses approved by the supervisor to provide a reasonable accommodation, such as for interpreters and communication devices.
2732 Unallowable Incidental Expenses
Travel Policy June 2021
The following are unallowable incidental expenses:
- Gas and repairs for privately owned vehicles.
- Tips.
- Excess baggage charges for personal belongings.
- Any other personal expense items, such as rent or purchase of movies for entertainment, alcoholic beverages, dry cleaning or laundry, purchase of clothing, and personal phone calls.
- Immunization expenses for employees.
- Driving record expenses.
- Mileage for immunization expenses.
- Mileage, lodging, and meals for summer enrollment insurance fair.
- Mileage, lodging, and meals for retirement seminars.
- Birth certificates for employees.
2740 Travelers With Disabilities
Travel Policy June 2021
Authorized travelers with disabilities may receive reimbursement for an accommodation by providing a letter from the Americans with Disabilities Act (ADA) coordinator that verifies the determination of disability. The traveler must attach the letter to each travel claim involving an accommodation.
2741 Transportation Reimbursement
Travel Policy June 2021
A reasonable transportation allowance may be authorized for an authorized traveler who has a disability that prevents driving but who must travel within the designated headquarters. The amount must not exceed the amount for similar travel outside of the designated headquarters. The allowance is the actual cost of transportation by mass transit, taxi, or ride-sharing service, or a mileage allowance as designated by the comptroller for a car driven by an attendant or volunteer driver. The traveler must itemize transportation on a trip-by-trip basis on the claim.
| Trip |
Taxi Fare |
|---|---|
To Lighthouse for the Blind, 2831 Manchaca (by taxi) |
$6.90 |
To designated headquarters (by taxi) |
$8.00 |
Daily Total |
$14.90 |
Authorized travelers claiming this type of allowance must enter the following statement in the Duties Performed section of the Trips tab in eTravel: “Claiming taxi fare in designated headquarters due to disability.”
2742 Attendant Expenses
Travel Policy June 2021
An authorized traveler with a disability who requires a full-time attendant can be reimbursed for attendant care and any other necessary expenses incurred when traveling inside the designated headquarters to conduct supervisor approved business.
Attendant care expenses for traveling to work are not reimbursed.
An authorized traveler with a disability who requires an attendant for a trip can be reimbursed for the attendant’s fees and actual travel expenses while traveling on state business. This reimbursement is allowable only when travel is approved by a supervisor, outside the designated headquarters, and overnight.
Attendant fees cannot exceed $50 per day without prior written approval by the commissioner or designee.
To request an exception to a policy concerning reimbursement for attendant expenses, the employee’s supervisor must do the following:
- Document the request in a memo.
- Submit the memo through the management chain to the commissioner or designee for approval.
A copy of the written approval must be attached to the travel claim.
2742.1 Allowable Attendant Travel Expenses
Travel Policy June 2021
Attendant expenses must be in addition to and separate from the expenses of the employee being attended. The employee cannot claim personal expenses through the attendant.
Attendant travel expenses may include commercial transportation, meals, and lodging. Expenses for meals and lodging are reimbursed for the actual cost not to exceed the maximum allowable rate. When an employee and attendant share lodging, half of the cost is included with the attendant’s expenses and half with the employee.
Attendants may be reimbursed for business or first-class airfare if the employee enters one or more of the following comments on the Expense tab of the travel claim:
- “Medically necessary.”
- “It was the only available class of travel.”
2742.2 Preparing Claims for Attendant Expenses
Travel Policy June 2021
The traveler does all of the following to prepare a claim for attendant expenses:
- Enters the travel destination address.
- Selects the duties performed from the drop-down menu.
- Enters the attendant’s total expenses for the day in the comments on the Trips tab of the travel claim for each day of travel.
The traveler must upload the itemized receipts to the Doc/Receipts tab for reimbursement of attendant fees and travel expenses. The receipts must include all of the following:
- An itemized description of services.
- Dates of service.
- Name and address of attendant and name of traveler.
- The attendant’s fee.
- The attendant’s signature.
The traveler enters the attendant’s expenses on the Expense tab of eTravel and selects Other(specify) in the drop-down menu. The traveler details the expense in the Traveler Comments. The receipt must be linked to the Other (specify) line item on the Expense tab.
Paper Travel Voucher
The attendant’s expenses can be added to the traveler's paper travel voucher for reimbursement if the traveler does not have access to eTravel.
On page one of the employee’s travelvoucher in the Other Travel Expenses section, the traveler itemizes the attendant fees and travel expenses, and enters the total.
On page two of the employee’s travelvoucher, the traveler does the following in the Actual Expense Meals and Lodging section:
- Writes “Attendant” above the headings.
- Enters the cost of the attendant’s meals and lodging.
On page three of the employee’s travel voucher in the Record of Transportation and Duties Performed section, the traveler enters the total attendant expenses for each day.
The itemized receipts detailed in the eTravel section must be attached to the travel voucher for reimbursement.
2742.3 Porter Assistance
Travel Policy June 2021
“Red cap” or porter assistance is an allowable expense for a traveler with mobility impairment. The traveler must obtain a receipt to attach to the travel claim, if possible. However, tips are not an allowable expense for reimbursement.
The traveler must upload receipts to the Doc/Receipts tab of eTravel for reimbursement of porter costs.
The traveler enters the expense in the Expense tab of eTravel and selects Other(specify) in the drop-down menu. The traveler details the expense in the Traveler Comments section. The receipt must be linked to the Other (specify) line item on the Expense tab. If a receipt is not available, the traveler enters a statement in the Traveler Comments section. (For example: “Assistance with baggage because of physical disability. No receipt available. No tip included.”)
Paper Travel Voucher
The porter costs can be added to the travelers paper travel voucher for reimbursement if the traveler does not have access to eTravel.
On page one of the employee’s travelvoucher in the Other Travel Expenses section, the traveler itemizes the porter costs and enters the total.
On page three of the Employee’s Travel Voucher in the Record of Transportation and Duties Performed section, the traveler enters the total porter costs for each day.
The traveler must attach the itemized receipt to the Travel Voucher for reimbursement. If a receipt is not available, the traveler enters a statement in the Record of Transportation and Duty Performed section. (For example: “Assistance with baggage because of physical disability. No receipt available. No tip included.”)
2742.4 Personal Attendant Services and Accommodations
Travel Policy June 2021
With supervisor approval, a traveler with a physical disability may be reimbursed for miscellaneous personal attendant services or expenses such as interpreters or communication devices. The traveler must obtain receipts to be eligible for reimbursement.
The traveler must upload receipts to the Doc/Receipts tab of eTravel for reimbursement of miscellaneous personal attendant services or expenses.
The traveler enters the expense in the Expense tab of eTravel and selects Other(specify) in the drop-down menu. The traveler details the expense in the Traveler Comments section. The receipt must be linked to the Other (specify) line item on the Expense tab.
Paper Travel Voucher
The miscellaneous personal attendant services or expenses can be added to the traveler’s paper travel voucher for reimbursement if the traveler does not have access to eTravel.
On page one of the employee’s travelvoucher in the Other Travel Expenses section, the traveler itemizes the miscellaneous personal attendant services or expenses and enters the total.
On page three of the employee’s travel voucher in the Record of Transportation and Duties Performed section, the traveler enters the total miscellaneous personal attendant services or expenses for each day.
The itemized receipt must be attached to the Travel Voucher for reimbursement.
2750 Minor Clients and Foster Children Expenses
Travel Policy June 2021
A traveler who incurs expenses for minor clients or foster children while traveling on state business may submit a travel claim or settlement for meals, transportation (if not direct billed), and lodging while in travel status. Small miscellaneous essential items up to a total of $100 per claim or settlement are reimbursable while traveling with children. All expenses, including meals, require an itemized receipt for reimbursement.
Any purchases over $100 or items purchased while the children are not traveling with an employee must not be paid on a travel claim or settlement. These types of expenses may be claimed through counties, child welfare boards, or other youth organizations. Employees may also contact Accounts Payable through the DFPS ACCT Policy mailbox to see if they can submit the claim on Form 4116 DFPS Purchase Voucher.
The traveler must upload receipts to the Doc/Receipts tab of eTravel for reimbursement of expenses for minor clients and foster children.
The traveler does the following:
- Enters the expense in the Expense tab of eTravel.
- Selects the appropriate Expense Type in the drop-down menu.
- Details the expense in the Traveler Comments.
The itemized receipt must be linked to the line item on the Expense tab.