Office of the Comptroller

Please note: An employee must check with their department secretary for internal department procedures regarding the travel forms. The travel forms are available below:

Travel using State Funds

If travel will be funded from a State Account, a Texas A&M University Travel Itinerary will need to be submitted and attached to the expense report.

Hotel Occupancy Tax Exemption Certificate

For In-State Use only. The certificate is to be used for business only and not for private purposes, under penalty of law. Religious, charitable or educational organization or employee are exempt from State taxes only. It is the responsibility of the State employee to identify themselves as a state employee when required. If a state employee fails to obtain the tax exemption, taxes will not be reimbursed.

Supplemental Documentation/Missing Receipts Form

In the event that a receipt is not available, a missing receipt form must be submitted instead.

Motor Vehicle Rental Tax Exemption Certificate

State agencies are exempt from the Motor Vehicle Rental Tax. When renting a car in Texas, present the Motor Vehicle Rental Exemption Certificate to the vendor when picking up the car.

Coordination of Travel Infeasibility

The form must be used if coordination of travel has been recommended, but due to official business reasons cannot be accompanied.

Justification of Mileage vs Airfare on Out-of-State

The form provides a comparison between the actual mileage incurred to the airfare quote plus other related expenses such as rental car, gasoline, parking, and taxi fares that might be incurred when flying. A justification for claiming mileage reimbursement is needed when claiming Out-of-State mileage. A comparison should be made in determining the most cost-effective method of transportation.

Travel to Washington, D.C.

NOTE:
ONLY STATE-FUNDED TRAVELERS WHO WILL BE ENGAGING IN ACTIVITIES

1. TO OBTAIN OR SPEND FEDERAL FUNDS OR
2. TO IMPACT FEDERAL POLICIES

SHOULD SUBMIT TRAVEL INFORMATION TO OSFR.

Prospective Employee Travel Verification

The form is to be filled out and signed by prospective employee. The form outlines details of trip. All receipts are required, and must follow per diem rates. The Prospective Employee Travel Verification form is to be uploaded in Concur and the W-9 is required even if the prospective employee will not get reimbursed directly. If we are paying lodging or airfare on their behalf, the W-9 is required to be sent to accountspayable@tamiu.edu.