Travel Reimbursement

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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.

State Contract Hotels are available at discounted rates. Traveler must verify the state rate per night is less than the GSA rate when reserving hotel room or the traveler will only be reimbursed at the GSA rate plus taxes https://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm.

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.

  • 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.
  • Gratuities are not reimbursable for any lodging services
  • 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 2019 - September 2020

(other states: http://www.gsa.gov/portal/content/104877)



    Oct
19
Nov
19
Dec
19
Jan
20
Feb
20
Mar
20
Apr
20
May
20
Jun
20
Jul
20
Aug
20
Sep
20
Standard Rate City/County not listed below 96      96 96 96 96 96 96 96 96 96 96 96
Arlington / Fort Worth / Grapevine Tarrant County / City of Grapevine 166 166 166 166 166 166 166 166    166 166 166 166
Austin Travis 140 140 140 163 163 163 149 149 149 140 140 140
Big Spring Howard 152 152 152 152 152  152 152 152 152 152 152  152
College Station Brazos 98 98 98 98 98 98 98 98 98 98 98 98
Corpus Christi Nueces 104 104 104 104 104 104 104 104 104 104 104 104
Dallas Dallas 150 150 150 161 161 161 161 161 161 150 150 150
El Paso El Paso 97 97 97 97 97 97 97 97 97 97 97 97
Galveston Galveston 103  103 103 103 103 103 103 103 134 134 103 103
Houston Montgomery / Fort Bend / Harris 132 125 125 125 125 125 125 125 125 125 125 132
Midland / Odessa Midland / Andrews / Ector / Martin 202 202 202 202 202 202 202 202 202 202 202 202
Pecos Reeves 195 195 195 195 195 195 195 195 195 195 195 195
Plano Collin 121 121 121 121 121 121 121 121 121 121 121 121
Round Rock Williamson 101 101 101 101 101 101 101 101 101 101 101 101
San Antonio Bexar 127 127 127 127 127 127 127 127 127 127 127 127
South Padre Island Cameron 96 96 96 96 96 102 102 102 102 102 96 96
Waco McLennan 110 110 110 110 110 110 110 110 110 110 110 110

 

Contract Rental Car Rates for the State of Texas | December 2019 – November 2020

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