Travel Reimbursement
This is a summary of the Travel Policy, it is the travelers responsibility to read the entire purchasing manual.approved.08.07.18 [PDF]. Failure to comply with the Travel Policy will result in delay of travel reimbursement or traveler covering cost of travel. For questions regarding the policy or making reservations call the Auditor’s Office (during normal business hours) 281-341-3763 or after hours call 281-684-7292.
Hotels - Reimbursable rates are limited to the GSA Per Diem Limits per day, per city not including taxes. The rates, which vary by month, are located on the GSA website, http://www.gsa.gov/portal/content/104877.
Traveler can stay at the host hotel if the host hotel offers a group rate and the traveler is able to reserve the room at the group rate. If no more group rate rooms are available the traveler will need to find other accommodations within the GSA reimbursable rates.
Valet parking will not be reimbursed if self-parking is available. Fort Bend County is exempt from sales tax not hotel tax so you must pay all taxes at the hotel.
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A final settled hotel bill with a zero balance from the front desk is required even if lodging is paid by the procurement card. The hotel bill left under the door is not acceptable.
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Gratuities are not reimbursable for any lodging services
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Fees not allowable: internet, phone charges, laundry, safe fees etc.
Travel Days - If the traveler must leave before 7:00 AM to arrive at the start of the event and/or return to the County after 6:00 PM after the event concludes, an additional night’s lodging is allowable before and/or after the event.
Airfare - Airfare is reimbursable at the lowest available rate based on 14 day advance purchase of a discounted coach/economy full-service seat based on the required arrival time for the event. When using Southwest Airlines a traveler should choose the “wanna get away” flight category. Unallowable expenses include trip insurance, early bird check In, front of the line, leg room and fare changes for personal reasons.
Rental Cars - Traveler must use state contract rates with AVIS and Enterprise located at: https://www.comptroller.texas.gov/purchasing/programs/travel-management/rental/vendor-comparison.php
No add on cost for rental cars (additional insurance, prepaid fuel, GPS, premium radio etc.) The state contract rates already include insurance so additional insurance is not necessary. Refer to the travel policy for details on booking your rental car reservations using the state contracts.
Meals Per Diem - $36.00 in state and $48.00 out of state. First and last day of travel are paid at 75% of daily per diem rate (first and last day travel per diem rates $27.00 in state and $36.00 out of state).
Mileage Reimbursements - Use of personal vehicle will be reimbursed at the current rate/mile set by Commissioners’ Court. Mileage should be calculated using the County office location of the traveler and the event location.
Current GSA Reimbursable Hotel Rates for the State of Texas | October 2022 - September 2023
(other states: http://www.gsa.gov/portal/content/104877)
| Oct-22 | 22-Nov | 22-Dec | 23-Jan | 23-Feb | 23-Mar | 23-Apr | 23-May | 23-Jun | 23-Jul | 23-Aug | 23-Sep | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Standard Rate | Applies for all locations without specified rates | $98 | $98 | $98 | $98 | $98 | $98 | $98 | $98 | $98 | $98 | $98 | $98 |
| Arlington / Fort Worth / Grapevine | Tarrant County / City of Grapevine | $167 | $167 | $167 | $167 | $167 | $167 | $167 | $167 | $167 | $167 | $167 | $167 |
| Austin | Travis | $158 | $140 | $140 | $140 | $161 | $161 | $161 | $161 | $161 | $131 | $131 | $158 |
| Big Spring | Howard | $136 | $136 | $136 | $136 | $136 | $136 | $136 | $136 | $136 | $136 | $136 | $136 |
| Corpus Christi | Nueces | $104 | $104 | $104 | $104 | $104 | $104 | $104 | $104 | $104 | $104 | $104 | $104 |
| Dallas | Dallas | $161 | $161 | $154 | $154 | $154 | $154 | $154 | $154 | $154 | $154 | $154 | $161 |
| Galveston | Galveston | $99 | $99 | $99 | $99 | $99 | $99 | $99 | $99 | $139 | $139 | $99 | $99 |
| Houston | Montgomery / Fort Bend / Harris | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 |
| Midland / Odessa | Midland / Andrews / Ector / Martin | $183 | $183 | $183 | $183 | $183 | $183 | $183 | $183 | $183 | $183 | $183 | $183 |
| Pecos | Reeves | $134 | $134 | $134 | $134 | $134 | $134 | $134 | $134 | $134 | $134 | $134 | $134 |
| Plano | Collin | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 | $122 |
| Round Rock | Williamson | $102 | $102 | $102 | $102 | $102 | $102 | $102 | $102 | $102 | $102 | $102 | $102 |
| San Antonio | Bexar | $124 | $124 | $124 | $124 | $124 | $124 | $124 | $124 | $124 | $124 | $124 | $124 |
| South Padre Island | Cameron | $99 | $99 | $99 | $99 | $99 | $115 | $115 | $115 | $115 | $115 | $99 | $99 |
| Waco | McLennan | $107 | $107 | $107 | $107 | $107 | $123 | $123 | $107 | $107 | $107 | $107 | $107 |
Contract Rental Car Rates for the State of Texas | December 2020 – November 2021
Texas Rates for All Locations within Texas
| Car Type | Avis / Budget | Enterprise / National | Hertz | |||||
|---|---|---|---|---|---|---|---|---|
| Daily | Weekly | Daily | Weekly | Daily | Weekly | |||
| Standard | $33.00 | $165.00 | $37.00 | $222.00 | $32.00 | $192.00 | ||
| Compact | $31.00 | $155.00 | $35.00 | $210.00 | $29.00 | $174.00 | ||
| Economy | $31.00 | $155.00 | $35.00 | $210.00 | $29.00 | $174.00 | ||
| Intermediate | $32.00 | $160.00 | $37.00 | $222.00 | $32.00 | $192.00 | ||
| Full-size | $33.00 | $165.00 | $39.00 | $234.00 | $33.50 | $201.00 | ||
| Minivan | $47.00 | $235.00 | $52.00 | $312.00 | $51.00 | $306.00 | ||
| Passenger Van | $71.00 | $355.00 | $94.00 | $564.00 | $90.00 | $540.00 | ||
| Small SUV | $47.00 | $235.00 | $56.00 | $336.00 | $47.00 | $282.00 | ||
| Medium SUV | $48.00 | $240.00 | $56.00 | $336.00 | $50.00 | $300.00 | ||
| Premium SUV | $76.00 | $380.00 | $99.00 | $594.00 | $84.00 | $504.00 | ||
Contract Rental Car Rates for the State of Texas | December 2020 – November 2021
Texas Rates for All Locations within Texas
| Car Type | Avis / Budget | Enterprise / National | Hertz | |||||
|---|---|---|---|---|---|---|---|---|
| Daily | Weekly | Daily | Weekly | Daily | Weekly | |||
| Standard | $33.00 | $165.00 | $37.00 | $222.00 | $32.00 | $192.00 | ||
| Compact | $31.00 | $155.00 | $35.00 | $210.00 | $29.00 | $174.00 | ||
| Economy | $31.00 | $155.00 | $35.00 | $210.00 | $29.00 | $174.00 | ||
| Intermediate | $32.00 | $160.00 | $37.00 | $222.00 | $32.00 | $192.00 | ||
| Full-size | $33.00 | $165.00 | $39.00 | $234.00 | $33.50 | $201.00 | ||
| Minivan | $47.00 | $235.00 | $52.00 | $312.00 | $51.00 | $306.00 | ||
| Passenger Van | $71.00 | $355.00 | $94.00 | $564.00 | $90.00 | $540.00 | ||
| Small SUV | $47.00 | $235.00 | $56.00 | $336.00 | $47.00 | $282.00 | ||
| Medium SUV | $48.00 | $240.00 | $56.00 | $336.00 | $50.00 | $300.00 | ||
| Premium SUV | $76.00 | $380.00 | $99.00 | $594.00 | $84.00 | $504.00 | ||
Out of State Rates
| Car Type | Avis / Budget | Enterprise / National | Hertz | |||||
|---|---|---|---|---|---|---|---|---|
| Daily | Weekly | Daily | Weekly | Daily | Weekly | |||
| Standard | $35.00 | $175.00 | $37.00 | $222.00 | $33.50 | $201.00 | ||
| Compact | $33.00 | $165.00 | $35.00 | $210.00 | $31.00 | $186.00 | ||
| Economy | $33.00 | $165.00 | $35.00 | $210.00 | $31.00 | $186.00 | ||
| Intermediate | $34.00 | $170.00 | $37.00 | $222.00 | $33.50 | $201.00 | ||
| Full-size | $35.00 | $175.00 | $39.00 | $234.00 | $35.50 | $213.00 | ||
| Minivan | $49.00 | $245.00 | $52.00 | $312.00 | $57.00 | $342.00 | ||
| Passenger Van | $73.00 | $365.00 | $94.00 | $564.00 | $91.00 | $546.00 | ||
| Small SUV | $49.00 | $245.00 | $56.00 | $336.00 | $52.00 | $312.00 | ||
| Medium SUV | $50.00 | $250.00 | $56.00 | $336.00 | $52.00 | $312.00 | ||
| Premium SUV | $78.00 | $390.00 | $99.00 | $594.00 | $86.00 | $516.00 | ||