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TITLE 34PUBLIC FINANCE
PART 1COMPTROLLER OF PUBLIC ACCOUNTS
CHAPTER 20STATEWIDE PROCUREMENT AND SUPPORT SERVICES
SUBCHAPTER ESPECIAL CATEGORIES OF CONTRACTING
DIVISION 2STATE SUPPORT SERVICES - TRAVEL AND VEHICLES
RULE §20.411State Agency Reimbursement and Reporting

(a) State agency officials and employees shall adhere to applicable laws and the regulations and guidelines of the comptroller governing travel vouchers.

(b) Reimbursement for Travel Expenses. State agencies shall not approve and the comptroller shall not pay travel vouchers for services at rates higher than contract rates, unless an exception in §20.408 of this title (relating to Exceptions to the Use of Contract Travel Services) or §20.409 of this title (relating to State Agency Contracts and Requests for Exceptions) applies. Travel vouchers submitted for reimbursement shall indicate the claimed exception in a manner prescribed by the comptroller.

(c) Audits. The comptroller may conduct pre-payment and post-payment audits of travel reimbursement requests; the audits may include a review of the propriety of claimed exceptions from the use of contract travel services.

(d) False claims for reimbursement. All claims for travel reimbursement are subject to Government Code, §403.071 relating to claims and available money. Any person who knowingly makes a false claim against the state is subject to the penalties in Government Code, §403.071(f) and other applicable laws.

(e) Monthly reporting. The reports required by this subsection are for those travel services not charged to a state travel credit card.

  (1) State agencies shall report the expenditures, as the total dollars spent, and activities, as the total number of trips and days of rental or lodging, relating to travel services as follows:

    (A) air, bus, and rail travel: total dollar spend and total number of trips;

    (B) rental car: total dollar spend, total number of trips, and total rental days;

    (C) hotel/lodging: total dollar spend, total lodging trips; total number of nights; and

    (D) travel reservation and booking fees: total dollar spend and total number of reservations.

  (2) Travel reports shall be submitted to the comptroller's Procurement Policy and Strategy Program on or before the 28th day following the reporting month.

  (3) Travel reports shall be submitted on a compact or floppy disc in Excel format via United States Postal Service or e-mail. The comptroller may also adopt other reporting methods, including web based reporting.


Source Note: The provisions of this §20.411 adopted to be effective January 24, 2017, 42 TexReg 237

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