Incidentals

The following is a partial list of reimbursable and non-reimbursable incidental expenses.

REIMBURSABLE EXPENSES

A state employee is entitled to be reimbursed for the following expenses if they are incurred for an official state business reason. This is only a partial list:

1. Hotel occupancy or similar taxes for which a state employee is entitled to be reimbursed.
2. Telephone calls.
3. Service fees charged for issuance of money orders.
4. Gasoline charges when rented or state-owned motor vehicles are used.
5. Toll charges.
6. Repair charges when a state-owned motor vehicle is used.
7. Copying charges.
8. Freight charges for state equipment or materials.
9. Postage.
10. Notary fees.
11. Charges to exchange U.S. currency for foreign currency and vice versa.
12. Books or documents purchased for and while attending a seminar or     conference.
13. Facsimile charges.
14. Parking.
15. Service charges validly imposed by a travel agency.

NON-REIMBURSABLE EXPENSES

The following expenses are not reimbursable, regardless of whether they are incurred while conducting official state business:

1. Any expense that does not relate to official state business.
2. Any expense, with the exception of parking and toll expenses, that is related to the operation of a personally owned or leased motor vehicle.
3. Tips or gratuities.
4. Excess baggage charges for personal belongings.
5. Personal expenses, such as the rental or purchase of a video tape for personal entertainment, an alcoholic beverage, dry cleaning or laundry.
6. Kennel expenses for a pet.
7. Sales and use taxes if applicable law provides an exemption from those taxes and the state employee either fails to claim the exemption or does not follow the required procedures for claiming it.

VOUCHER REQUIREMENTS

1. Receipts are not required to be included in the supporting documentation for the  reimbursement of an incidental expense. The documentation, however, must include an itemization of the expenses incurred.
2. The supporting documentation for a reimbursement of a telephone call expense must include a determination that the call was related to official state business.
3. Object code 7105 must be used for travel within Texas.
4. Object code 7115 must be used for travel outside Texas.