Please use this form to provide information for requesting travel funds, this form must be completed whether your travel will be funded by a research account, the Graduate College, or FCS.

If you are aware of any conferences you may be attending, please submit your request by the following deadlines:

(City, State, and/or Country)

Internal Funding

If your travel is being funded by a faculty member’s grant, REP, indirect cost account, or startup account you will need to provide that information. You must give the accurate account numbers, if you do not know the information, please consult with the faculty member.  If your travel will be funded by the Graduate College or by FCS, you will enter “NA” in the boxes below.  

Calculate estimated expenses

Estimated expenses:   

**You will only be reimbursed for lodging and meal per diem. To search for the per diem please click here.

When determining meal per diem your first and last day of travel will be reimbursed 75% of what the per diem for that location will be. Anything in between will be paid out in full.  

  • EX: 3 day conference in Dallas, Texas 
  • Meal Per Diem $69 
  • First and Last day $51.75(2) = $103.50 +$69 (one day) = $172.50 for meals.
Describe any other reimbursable expenses such as airport parking, taxi/Uber
Will you be using the department Procurement Card for registrations? *

If yes and your request has been approved, you will need to speak with either Evette or Courtney for further instructions.

If you wish to seek out the Graduate College for funding or FCS, you will need to attach or submit the appropriate travel request form.

Will you be completing your own travel arrangements or do you wish for the travel assistant to process that for you? *

If yes, please fill out and attach the FCS Airfare & Lodging Form.

Reimbursement Process

You may send your reimbursement receipts via email or turn in hard copies. Please make sure that all receipts are itemized and show proof of payment or zero balance. 

The Travel Assistant will need a copy of the agenda/itinerary of the event to upload it to your expense report. 

Below is a list of reimbursable expenses, receipts are required for these expenses.  

  • Transportation by airline, railroad, rental car, taxi, or limo (tip not to exceed 20% of the taxi/limo fare) 
  • Lodging
  • Parking and tolls 
  • Registration fees 
  • Fuel for rental cars 
  • Business meals 
  • Miscellaneous expenses (i.e.: long distance business calls, excess baggage fees) 

Non-reimbursable expenses 

  • Alcoholic beverages 
  • Tips and gratuities on meal per diems when used for reimbursement. 
  • Excess baggage charges for personal belongings.
  • Expenses not related to official State business. 
  • Laundry or cleaning 
  • Personal entertainment 
  • Flight insurance 
  • Early Bird Check-in
  • Meals for non-overnight stay (partial per diem) 
  • Losses caused by exchange rate fluctuation. 
  • State of Texas hotel occupancy tax 
  • Expenses incurred on behalf of another university employee. 
  • Expenses related to the operation of a personal vehicle, excluding parking and/or tolls.

All reimbursement receipts must be turned in at least one week after your trip to allow the travel assistants to process your expense report without any delays.

Acknowledgement


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