Travel Reimbursement

Travel Policy

This is a summary of the Travel Policy, it is the traveler's responsibility to read the entire purchasing manual approved.09.26.23  [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) 281-344-3974.

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.

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.

If all rooms are booked at the host hotel and no accommodation is available at or below the GSA rate, you may book a room at another hotel at a rate equal to or lower than the conference/seminar rate.

**You must still provide proof of the conference/seminar rate in your backup to justify any rate that exceeds the GSA rate exceeds the GSA rate

If all rooms are booked at the host hotel and no accommodation is available at or below the GSA rate or at the conference/seminar rate, you may provide three (3) comps to support the higher rate. This will serve as the justification for the higher rate. The comparable hotels should be within five miles of the host event and should be of similar hotel class.

The traveler will be responsible for the excess charge over the GSA per diem rate for the city/county even if using the State rate. The Auditor’s Office will deduct from the travelers’ reimbursement any excess charges over the GSA per diem rate.

If a traveler cannot find a traditional hotel, a direct rental (Airbnb, VRBO, etc.) is allowable. All previous maximum daily rates still apply. Any fees incurred through a direct rental must also be included in the daily rate calculation and remain below the limits. Fees may include, but are not limited to, cleaning fees, extra guest fees, or service fees. (Taxes are not included in this calculation, as they are charged to hotel stays as well).

***You must still provide proof of the conference/seminar rate in your backup to justify any rate that exceeds the GSA rate

Travel websites including but not limited to Expedia and Travelocity shall not be used to book lodging.

In order to qualify for any of the above-mentioned exceptions, a lodging reservation must be made 14 days prior to travel. If travel is required without 14-day notice, the traveler must provide back-up which explains why the 14-day advance booking was not possible.

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 Hertz, National, 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 - 

Effective 10/01/2023 – 
$59.00 in state and $59.00 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 $44.25).
Effective 01/01/2024 – 
$70.00 in state and $70.00 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 $52.50)

Day trips: Prior to 01/01/2024 – Meals will not be reimbursed for trips that do not require an overnight stay.

****Effective 01/01/2024 - The traveler is subject to per diem reimbursement. Day trip includes a trip outside the County that requires a traveler to leave Fort Bend before 7:00 AM and/or return to the County after 6:00 PM will be eligible for reimbursement at 75% of the per diem, which is $52.50. Amount reimbursed for day trips will be paid through payroll and are subject to federal taxation.

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 2023 - September 2024

(other states: http://www.gsa.gov/portal/content/104877)

Contract Rental Car Rates for the State of Texas

Texas Rates for All Locations within Texas