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Travel Card Responsibilities and Usage
The travel card can be issued to an employee (including students on payroll) for the procurement of all employee travel related expenses processed through Concur. Using a travel card allows an employee’s travel charges to import into Concur in the most efficient manner allowing for easy expense reporting and no out of pocket expenses for the employee.
Please complete the Application / Travel Card Agreement . Application can be submitted by someone in the department or the individual requesting the card. Cardholder will receive an email with the Statement of Responsibility, which must be signed electronically.
If you are College of Engineering or other TAMU personnel, please select “Texas A&M University” as the Agency Name, otherwise select “Texas Engineering Experiment Station” for a TEES issued card.
Cardholder Responsibilities
The cardholder is responsible for the security of the card at all times.
- Some departments may opt to maintain the cards in a central location to be distributed at time of travel.
- At end of travel, some departments may require the card to be returned to a central location.
- TEES Aging Transaction Escalation Policy
Only business-related travel expenses are allowed. NO PERSONAL EXPENSES may be charged to the travel card.
The CBT Travel card may be used for Airfare, Hotel, and Car Rental, and on local funds only, Restaurants, Conference Registration, Parking, Taxis and Incidental expenses.
- Economy fare only, unless prior approvals obtained and appropriate account used (see expenditure grid). Approval documentation must be attached to the expense report in Concur
- On State funds, must use a State contract airfare unless cost saving can be proven or there is another valid contract vendor exception. If a flight is purchased less than 2 weeks prior to the departure date, justification as to why must be explained.
- Airfare on State funds must be paid on a travel card – no personal reimbursement allowed.
- The 10% Texas Motor Vehicle Rental Tax cannot be paid on TEES funds when the travel card is used. Travelers should present an exemption certificate upon picking up the rental vehicle.
- The Texas A&M University System has contracted with the rental agencies listed below. Rentals should be made using these vendors and contract numbers when on State funds or whenever possible on local funds.
Avis/Budget – F999712 Enterprise/National – UTS712 Hertz – 1705535
Conference Registration
- Allowed on local and state funds with appropriate business purpose and benefit.
- NOTE: Student travel is not allowed on State funds.
- No personal charges, including but not limited to phone, internet, alcohol, entertainment (movies, games, etc.), additional nights for personal reasons.
- No Texas State hotel occupancy tax - the traveler must submit a Texas Hotel Occupancy Tax Exempt Form upon checking into the hotel for in-state travel.
- On State funds, the GSA rate for lodging cannot be exceeded.
Parking and Incidentals
- Must be on local funds only (e.g., fuel purchases, tolls, etc.)
- Remember, no tips allowed on State funds.
Restaurants
- Individual meals purchased while in travel status are not exempt from Texas State Sales Tax (i.e., sales tax can be paid).
- Meals are not allowed to be charged to this card on state-funded accounts unless the meal is at your hotel and billed to the hotel room. Meals not eaten at the hotel (or not charged directly to the room) and charged to the card must be on local funds only .
- Itemized receipts are not required for individual travel meals unless any one meal is $75.00 or more.
- If travel is within the state of Texas, a Texas State Sales and Use Tax Exemption Form is required to be presented to the restaurant prior to the purchase of a Business Meal (local funds only).
- Gratuities on meals are not allowed on State funds.
Concur Travel System
- Each travel card charge must be allocated to a Concur Expense Report within 60 days of the charge.
- Expense Reports must be submitted into routing by the 30th day after the end date of the trip.
- Expense Reports not submitted by the 90th day after the end day of travel will result in taxable income for the employee.
- Protect the card and card number at all times to prevent unauthorized use.
- Immediately notify Citibank at (800) 248-4533 or (800) 790-7206 and the TEES credit card administrator at [email protected] if the card is lost or stolen. If outside the U.S., call Citibank collect at (904) 954-7314.
- Dispute charges when having problems with vendors for non-receipt of services or products within 60 days of the statement date in which the transaction appears.
- Charges considered fraudulent should be reported to Citibank immediately by calling the number on the back of the card. Citibank will send an Affidavit of Unauthorized Use form by email to the cardholder. If transactions actually post to the card the Affidavit must be returned to Citibank within 60 days of the statement date in which the transaction appears.
Card Activation
- Call the Citibank customer service number on the back of your card.
- You will use the last 4 digits of your UIN (not your social security number) for your verification code
- You will be required to establish a secret four (4) digit pin that will be entered at merchants when using your card.
- When using the card for the first time at a manned Chip & Pin terminal you will not be required to enter your pin. You will only be required to enter your pin on subsequent purchases
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General Travel Requirements. Texas A&M University uses Textravel as their foundation for travel guidelines, in accordance with Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22, which took effect on Sept. 9, 2008.. The information contained in this manual should only be used as a supplement to Textravel when using local funds.
Travel. Our mission is to serve the State of Texas, Texas A&M University and Texas A&M University at Galveston by processing payments to Employees and vendors in a prompt and efficient manner while ensuring compliance with laws, policies, procedures, rules and regulations. Provide prompt customer service and on-going education of policies and ...
Travel Guidelines. General; Transportation; Meals and Lodging; Foreign Travel; ... Mileage Reimbursement Rates. ... Financial Management Operations • 6000 TAMU • College Station, TX 77843-6000 • Phone: (979) 845-8104 • Fax: (979) 845-9415 • Email: [email protected]
Texas A&M University System has contracted with Concur to provide travelers with a best-in-class end to end travel solution. The Software as a Service solution will allow organizations to book travel and track expenses from booking to reimbursement. To learn about Concur, click here. It is a requirement that all travel expenditures be processed ...
The Texas A&M University System has contracted with Concur to provide travelers with a best-in-class end to end travel solution. The Software as a Service solution will allow organizations to book travel and track expenses from booking to reimbursement. This will also allow our universities and agencies to better manage the travel and ...
Please click here for the online Reimbursement Form instructions.. Awardees must be registered as a full-time graduate student at TAMU - College Station at the time of receiving reimbursement.NOTE: If the awardee is traveling over the summer but does not wish to register full-time for the Summer Term, they may: 1) register for 1 or more credit hours during the summer to receive the RAP ...
In compliance with current TAMU travel policies, the Graduate and Professional School is ... Reimbursement. The Graduate Student Research and Presentation Travel Award reimburses travel expenses ONLY up to the award amount and AFTER other funding sources have been applied. Covered expenses include: lodging, airfare, car rentals, shuttles, gas ...
Under the new 90 day reimbursement policy, any personal expenses charged on a university liability card must be paid back within the 90 days of the trip end date to be considered not taxable. If the traveler provides payment to the department prior to the Concur Travel Expense Report being finalized, please forward to TEES Fiscal Office, Sales ...
Purchase. For any reimbursement request outside of travel expenses; must be submitted for reimbursement within 90 days of the receipt date or, in the case of a working fund project, completion date. Best practice is to submit reimbursement requests within 30 days. Any reimbursement request older than 90 days should include a request for tax ...
Fiscal: Travel. Travel is responsible for processing travel reimbursements to agency employees and payments to vendors for travel-related expenses. Payments must be processed in a manner that is consistent with all laws, policies, procedures, rules, and regulations of the State of Texas and Texas A&M AgriLife. We provide customer service to ...
Meals. Meals are not reimbursable unless the trip includes an overnight stay. Meals are not reimbursable if purchased within an employee's designated headquarters city. Actual expenses up to the GSA rate for state and local funds may be claimed. Receipts not required, except for any single meal greater than $75.00. The GSA rate is determined ...
Reimbursement cannot exceed the maximum allowable rate for the location, per the GSA rate. No alcohol purchases will be reimbursed. View TAMU Guidance. Required Form for Reimbursement: If you (not your school) need to be reimbursed for your travel expenses, you will need to complete, sign, and turn in a paper direct deposit form at the
Travel Expense Account Reimbursement. Personal vehicle mileage rate: $0.67/mile effective January 1, 2024. $0.655/mile (January 1, 2023 - Dec. 31, 2023) Per diem rates - send email request for per diem rates to [email protected]. Exchange rates.
Payment and Travel Cards. Serving the State of Texas, Texas A&M University, Texas A&M University System Office, Texas A&M System Shared Service Center, Texas A&M Health Science Center, Texas A&M University Galveston and Texas Divisions of Emergency Management in administration of the Payment and Travel Card programs in a prompt and efficient manner while ensuring compliance with laws, policies ...
Travel Exception Form (required for airfare, hotel & rental car) if the exception is not documented in comment section in Concur; The Rental Car vs. Mileage Reimbursement Calculator form when mileage is claimed using a State account; I should not attach: Printed copies of approved Travel Request reports
For more information regarding the employee reimbursement process, please visit the Individual Payment and Employee Reimbursement site. For any questions about payments to individuals or employee reimbursements, please email [email protected] or call (979) 458-8490.
Fiscal: Travel Resources. Travel is responsible for processing travel reimbursements to agency employees and payments to vendors for travel-related expenses. Payments must be processed in a manner that is consistent with all laws, policies, procedures, rules, and regulations of the State of Texas and Texas A&M AgriLife.
Texas A&M System policy requires that all employee reimbursements / employee travel expenses must be adequately accounted for within 90 days or the expenses will be reported as taxable income to the employee (through the Payroll office). The A&M System implemented this policy to meet the "reasonable period of time" in the IRS accountable plan.
Protect the card and card number at all times to prevent unauthorized use. Immediately notify Citibank at (800) 248-4533 or (800) 790-7206 and the TEES credit card administrator at [email protected] if the card is lost or stolen. If outside the U.S., call Citibank collect at (904) 954-7314.
The Texas A&M University System contracts with Concur to provide travelers with a best-in-class, end- to-end travel solution. The software allows travelers to book travel, submit travel requests, and track expenses from booking to reimbursement. It is a requirement that all travel expenditures be processed through Concur's expense report module.
Those will both continue to require an itemized receipt, regardless of whether or the University Travel was used to make the purchase. Financial Management Operations • Phone: (979) 845-8104 • Fax: (979) 845-9415 • Email: [email protected] 6000 TAMU • General Services Complex ( Map ) • College Station, TX 77843-6000 • Contact Us
You may be eligible for travel reimbursement if you pay expenses to and from your appointment. Learn if you're eligible and how to file a claim.