Helpful Tips for Travel
Before the trip
- Plan ahead to ensure that all deadlines are met.
- Obtain a Travel Request Form.
- Review Travel Guidelines.
- Obtain copy of training/conference brochure and information to verify registration fees and deadlines.
- Use gsa.gov/perdiem for the specified lodging rate if your event location does not have designated lodging.
- Attach any other necessary information for trip (i.e. registration info, lodging confirmation, estimated expenses, etc.).
- Get the necessary approvals. Immediate supervisor must review and sign the Travel Request Form.
- Submit requisition in ASCENDER and attach signed Travel Request Form along with other documentation.
During the trip
- Document travel departure/return dates and time.
- Use odometer reading or obtain a map of mileage (i.e. Google Maps) for any mileage applicable if receiving a reimbursement.
- Obtain original, detailed, itemized receipts for all travel expenses.
- No receipts required if meals are covered by the District per Diem (does not include meals provided in registration fees or by the hotel).
- Receipts are required for lodging, taxi, shuttle, rental car, parking, tolls, etc.
After the trip
- Complete The Travel Expense Form within 10 days of the conclusion of the trip.
- Attach itemized lodging receipt (Texas state taxes/hotel occupancy tax will not be reimbursed or allowed).
- Indicate if any meal per diems were used (no receipts required). For reimbursement, do not include meals included with registration fees and meals provided by the hotel.
- Attach registration receipt, if applicable.
- Attach parking, tolls, and transportation expense receipts, if any.
- Attach any other miscellaneous expenses and receipts required.
- Travel expenditures shall not exceed the maximum travel limits/what was approved on the travel request form.
NOTE: Expenses paid by personal credit card must have the itemized receipt.
- Immediate supervisor must review and sign the Travel Expense Form.
- Submit the completed/signed Travel Expense Form to Business Services for reconciliation and/or reimbursement.
- Reimbursements for travel and related expenses will not occur until after the approved trip has taken place (unless approved travel advance is provided).
- Any amounts owed to the District shall be returned to the District within 10 days after conclusion of the trip.