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 12.12.17 [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 2017 - September 2018
(other states: http://www.gsa.gov/portal/content/104877)

    Oct
17
Nov
17
Dec
17
Jan
18
Feb
18
Mar
18
Apr
18
May
18
Jun
18
Jul
18
Aug
18
Sep
18
Standard Rate City/County not listed below 93 93 93 93 93 93 93 93 93 93 93 93
Arlington / Fort Worth / Grapevine Tarrant County / City of Grapevine 163 163 163 163 163 163 163 163    163 163 163 163
Austin Travis 146 146 146 165 165 165 146 146 146 146 146 146
Big Spring Howard 97 93 93 93 93 93 97 97 97 97 97 97
College Station Brazos 107 107 107 107 107 107 107 107 107 107 107 107
Corpus Christi Nueces 101 101 101 101 101 101 101 101 101 101 101 101
Dallas Dallas 142 142 142 155 155 155 155 155 155 142 142 142
El Paso El Paso 98 98 98 98 98 98 98 98 98 98 98 98
Galveston Galveston 99 99 99 99 99 99 121 121 121 125 99 64
Houston Montgomery / Fort Bend / Harris 121 121 121 121 137 137 137 137 121 121 121 121
Laredo Webb 93 93 93 93 93 93 93 93 93 93 93 93
McAllen Hidalgo 93 93 93 93 93 93 93 93 93 93 93 93
Midland Midland 150 127 127 127 127 127 150 150 150 150 150 150
Pearsall Frio / Medina / La Salle 93 93 93 93 93 93 93 93 93 93 93 93
Plano Collin 120 120 120 120 120 120 120 120 120 120 120 120
Round Rock Williamson 101 101 101 101 101 101 101 101 101 101 101 101
San Angelo Tom Green 93 93 93 93 93 93 93 93 93 93 93 93
San Antonio Bexar 124 124 124 124 124 124 124 124 124 124 124 124
South Padre Island Cameron 93 93 93 93 93 100 100 100 110 110 110 93
Waco McLennan 102 102 102 102 102 102 102 102 102 102 102 102

 

Contract Rental Car Rates | January 30, 2017 - November 30, 2018

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