Skip to page body Home About Us Government Departments Doing Business Services I Want To...

Travel Reimbursement
Effective August 1, 2015

This is a summary of the Travel Policy, it is the travelers responsibility to read the entire Purchasing Manual [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 2016 - September 2017
(other states: http://www.gsa.gov/portal/content/104877)

    Oct
16
Nov
16
Dec
16
Jan
17
Feb
17
Mar
17
Apr
17
May
17
Jun
17
Jul
17
Aug
17
Sep
17
Standard Rate City/County not listed below 91 91 91 91 91 91 91 91 91 91 91 89
Arlington / Fort Worth / Grapevine Tarrant County / City of Grapevine 152 152 152 152 152 152 152 152 152 152 152 152
Austin Travis 141 141 141 158 158 158 141 141 141 141 141 141
Big Spring Howard 124 124 124 124 124 124 124 124 124 124 124 124
College Station Brazos 110 110 110 110 110 110 110 110 110 110 110 110
Corpus Christi Nueces 106 106 106 106 106 106 106 106 106 106 106 106
Dallas Dallas 135 135 135 146 146 146 146 146 135 135 135 135
El Paso El Paso 98 98 98 98 98 98 98 98 98 98 98 98
Galveston Galveston 100 100 100 100 100 100 100 100 125 125 125 100
Houston Montgomery / Fort Bend / Harris 135 135 135 135 135 135 135 135 135 135 135 135
Laredo Webb 92 92 92 92 92 92 92 92 92 92 92 92
McAllen Hidalgo 94 94 94 94 94 94 94 94 94 94 94 94
Midland Midland 150 127 127 127 127 127 150 150 150 150 150 150
Pearsall Frio / Medina / La Salle 91 91 91 91 91 91 99 99 91 91 91 91
Plano Collin 120 120 120 120 120 120 120 120 120 120 120 120
Round Rock Williamson 99 99 99 99 99 99 99 99 99 99 99 99
San Angelo Tom Green 96 96 96 96 96 96 96 96 96 96 96 96
San Antonio Bexar 121 121 121 121 121 121 121 121 121 121 121 121
South Padre Island Cameron 91 91 91 91 91 101 101 101 116 116 116 91
Waco McLennan 99 99 99 99 99 99 99 99 99 99 99 99

 

Contract Rental Car Rates | June 1, 2016 - November 30, 2016

Texas Rates

Car Type Avis / Budget   Enterprise / National
Daily Weekly   Daily Weekly
Compact $33.50 $201.00   $35.00 $210.00
Intermediate $35.50 $213.00   $37.00 $222.00
Full-Size $37.50 $225.00   $39.00 $234.00
Minivan $47.50 $285.00   $52.00 $312.00
SUV Mid-Size $47.50 $285.00   $56.00 $336.00
SUV Large n/a n/a   $89.00 $534.00

 Out of State Rates

Car Type Avis / Budget   Enterprise / National
Daily Weekly   Daily Weekly
Compact $35.50 $213.00   $35.00 $210.00
Intermediate $37.50 $225.00   $37.00 $222.00
Full-Size $39.50 $237.00   $39.00 $234.00
Minivan $49.50 $297.00   $52.00 $312.00
SUV Mid-Size $49.50 $297.00   $56.00 $336.00
SUV Large n/a n/a   $89.00 $534.00
Last updated: 9/30/2016 9:26:13 AM