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Travel Reimbursement System

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Announcements

April 7, 2017

Hertz Corporation has been added to the State of Texas Rental Car Contract

TTUHSC employees now have the option to book their vehicle rentals for business travel through Hertz by providing HSC Identifier 2132223. The instructions provided below are directly from the State Comptroller's Office and must be followed in order to ensure the contract rate is received.

To make an online reservation:

  1. After reviewing the following steps, log on to the Hertz website. https://www.hertz.com
  2. Enter rental location, pickup and return day and time, select age
  3. Click "Enter a Discount or Promo Code"
  4. Enter your Hertz state identifier code. A box will appear where you should choose booking for "Business" or "Leisure" and click "Yes". The system will automatically quote the State of Texas rate that has been negotiated.
  5. Click "Book as Guest".
  6. Select car type and then the system will advance to choose extras.
  7. DO NOT accept the optional coverages, Loss Damage Waiver, Liability and other optional services set by State guidelines. Click submit.
  8. Enter name, email address and if you have flight information, click submit.
  9. A screen will appear with your confirmation, and you will also receive an email with your confirmation.

Current Contract Rates:

https://comptroller.texas.gov/purchasing/programs/travel-management/rental/vendor-comparison.php

General Contract Information:

https://comptroller.texas.gov/purchasing/programs/travel-management/rental/information.php

February 3, 2017

Use of State-Issued Travel Card

The State of Texas Citi Travel Card is to be used for State of Texas business-related travel charges only and is not for personal use.

TTUHSC OP 79.11 states "Use of the Card for charges other than official state business travel is a direct violation of the State's contract with Citibank, Texas Ethics Commission Advisory Opinion No. 147, and the State Travel Management Program Title 34 TAC 20.308 and therefore, a misapplication of the state issued card. Misuse of the card may result in disciplinary action up to, and including termination".

Each person with a state Travel Card signed an agreement acknowledging their understanding that the Travel Card can only be used for TTUHSC business related travel charges and that misuse of the card may be reflected in their performance evaluation and personnel file.

Texas Ethics Commission Advisory Opinion No. 147 states that use of the Travel Card for other than a business expense is a misapplication of state property and may violate section 39.01 of the Texas Penal Code.

The TTUHSC Travel Office reviews expense data provided by Citi and will suspend cards used for non-business related charges. Employees whose card has been suspended will not be eligible for travel advances.

January 17, 2017

Use of Wireless Communication Devices While Operating a Motor Vehicle for TTUHSC Business

A TTUHSC Employee may not use a wireless communication device to read, write or send a text-based communication while operating a motor vehicle for state business. Wireless communication devices may only be used when the vehicle is stopped and pulled safely off the road and parked. This includes personal vehicles, rental vehicles or TTUHSC owned vehicles.

December 16, 2016

Mileage Reimbursement Rate Effective January 1, 2017

The State of Texas Comptroller's office announced that the state mileage reimbursement rate effective January 1, 2017 to December 31, 2017 is 53.5 cents per mile. This is a .5 cent decrease from the current rate of 54 cents per mile and mirrors the Internal Revenue Service standard mileage rate.

Reminder: If mileage reimbursement crosses the end of the calendar year (2016 and 2017), list as two separate lines on the voucher so that the correct rate is processed in the travel system.

More information: IR-2016-169: Notice 2016-79; Travel Home Page

Contact: Travel@ttuhsc.edu

September 29, 2016

Enterprise Now Requires a PIN in Addition to Our Texas Identifier

Effective immediately Enterprise Rent-A-Car now requires a PIN in addition to our Texas Identifier.

The rest of the rental reservation is self-explanatory.

January 28, 2016

The Travel System is Going "Paperless"

Beginning February 1, 2016, you will be able to electronically attach all required documentation to support expenses on your travel voucher and to support requesting an advance on your travel application.  For the time being, this feature will remain optional but may become the only way to submit supporting documentation in the future.

Important:  Use a black marker to redact all credit card numbers, bank account numbers, or other personally identifiable information.

Detailed instructions regarding this new process can be found at:

Attaching Documents Electronically in the Travel System

December 21, 2015

Mileage Reimbursement Rate Effective January 1, 2016

The State of Texas Comptroller's office announced that the state mileage reimbursement rate effective January 1, 2016 to December 31, 2016 is 54.0 cents per mile. This is a 3.5 cent decrease from the current rate of 57.5 cents per mile.

Reminder: If mileage reimbursement crosses the end of the calendar year (2015 and 2016), list as two separate lines on the voucher so that the correct rate is processed in the travel system.

August 23, 2012

TRAVEL EXPENSES (60 days old) are TAXABLE to the EMPLOYEE EFFECTIVE 09/01/12

In accordance with IRS regulations, effective September 1, 2012, any travel voucher not approved by the Travel Office that is over 60 days old will be taxable to the traveler. The Travel System will calculate based on the trip end date and will automatically record the taxable expense to Payroll. An email notification will be sent to the traveler should this occur.

Please contact travel@ttuhsc.edu with any questions you may have.