Guidelines
Effective September 1, 2009, based on departmental approval, both in-state and out-of-state travel may be reimbursed according to Texas State Comptroller/GSA guidelines. Lodging and meal allowances can be found on the Texas Comptroller of Public Accounts web site. Comptroller guidelines are valid for both state and institutionally funded travel.
Use of State Contract Hotels
State contract hotels must be used unless a valid exception applies. When a state contract hotel is not used, an exception must be noted on the reimbursement request in the Record of Transportation/Duties section of the travel voucher. An exception must be noted even if the non-contract hotel matches the state rate. Valid exceptions include:
- Time efficiency - an alternate hotel (including conference hotel) is closer to the duty point or destination
- Lower cost - a non-state contract hotel offers a lower nightly rate
- Health or safety issues - the state contract hotel does not meet standards required by the traveler
When requesting rates for instate lodging, ask for the State of Texas Contract Rate. If you ask for the "Government" rate, you will probably receive an incorrect rate. A list of hotels offering state rates can be found by accessing the Texas Comptroller of Public Accounts website. Hotel rates are available only to state employees. Employees within the U.T. System complex may obtain information on additional preferred hotels in the downtown Austin area by clicking on the link below and logging into SharePoint.
Preferred Downtown Austin Hotels
Hotel Check-In Requirements
When checking into a contract lodging establishment, please be prepared to show one of the following forms of identification as proof that you are entitled to the State of Texas contract rate:
- State of Texas employee ID card
- State of Texas payroll ID (check stub)
- A letter, on state agency letterhead and signed by an executive officer identifying the traveler as traveling on state business and authorized to use state contract rates
Special Considerations
Some hotels have begun charging an early check-out fee. This fee varies by hotel. When making lodging arrangements, it is suggested that you ask if the property has this type fee and plan accordingly.
Texas State Occupancy Tax Exemption Certificate
Institutions of higher education are exempt from state taxes when staying at motels within Texas. Hotels and lodging establishments require a State of Texas Occupancy Tax Exemption Certificate (PDF format) upon check-in. This form replaces all previously used tax exempt cards or certificates.
Direct Billing Options
Direct billing is typically reserved for guests of the University or special travel circumstances. Hotels traditionally require 10-14 days advance notice to process a direct billing request. The department requesting direct billing is responsible for contacting the appropriate hotel, submitting the required paperwork to the hotel, and ensuring payment to the hotel after travel is complete. Please note that the Office of Business Affairs should be consulted on all direct bill agreements.
When contacting a hotel regarding direct billing, the following information should be available:
- Department Name
- Department Contact Name
- Department mailing address and phone number
- Name of individual authorized to make direct billing reservations
- Name of traveler
- Dates of reservation
- Confirmation number
- Credit requirements - what the department will pay for (room, meals, phone calls, parking, etc.) The hotel will charge the traveler for any additional cost not listed on the direct bill application.
