STATE TRAVEL MANAGEMENT PROGRAM

TSTC is a participant in the State Travel Management Program (STMP) which was developed as a result of legislation passed by the 70th Texas Legislature. This program, which is administered by the Texas Building and Procurement Commission, is designed to result in cost savings for the State through effective travel management practices. These contracts include travel agency, charge card services, rental car companies, airlines and hotels. STMP services and contracts are available for business-related travel to state employees and prospective employees when their travel is being paid by the State. Through this program, TSTC travelers utilize the following state contracted services for official travel.

I. TRAVEL AGENCY SERVICES

The State Travel Management Program (STMP) secured a contract with Short Travel Management (STM)to provide state travelers with reservation and ticketing services for airlines, rental cars and hotels.Travel agency services are available to all state agencies and institutions of higher education.  STM is available to assist with your travel needs.  STM can research available airlines' flight schedules to find the lowest cost fares.

Short's Travel Management
1203 W. Ridgeway Ave.
Waterloo, Iowa 50701

913-220-2744 (phone)
888-846-6810 (phone)

Hours: 8:30 AM - 5:30 PM Monday thru Friday

When making reservations, call Short's Travel Management and identify yourself as a TSTC Harlingen employee. You will be asked to provide our agency code (719-2). Short's Travel Management will process your travel reservations. Their transaction fees are as follows:

$14.75 Full Service (Air only, or air booked with
            hotel and/or rental car
$ 3.00 Hotel only
$ 3.00 Rental car only

An air (full service) fee is charged when an airline reservation is ticketed with or without hotel and/or rental car. A hotel transaction fee is charged when the hotel only reservation is confirmed with the hotel vendor. A rental car transaction fee is charged when the rental car only reservation is confirmed with the rental car vendor. Transaction fees are non-refundable.  Short's Travel Management also has online services and different fees apply. 

Another option when booking airline reservations only is to go through SWABIZ. SWABIZ allows business travelers to plan, book, and purchase Ticketless Travel on Southwest Airlines. SWABIZ is a simple and efficient method to obtain Southwest Airlines' lowest fares and maximum Rapid Rewards credit.

Some key rules to remember when using SWABIZ are as follows:

• airline tickets should be booked at least 14 days in advance to receive the lowest possible fare
• all airline tickets booked through SWABIZ will automatically be charged to
  TSTC's Central Bill Account
• any changes to the original ticket will result in a fare increase if not changed at least 14 days in advance
• you must submit a copy of your itinerary (ticket) to the Business Office

II. CONTRACT AIRLINE SERVICES

All airline tickets booked through National Travel Systems or SWABIZ will be direct-billed to TSTC Harlingen.  Only airfare may be charged to TSTC Harlingen's Central Bill Account.  Awarded vendors are American Airlines and JetBlue Airways.

Airline contracts' term is June 1, 2008 through on March 31, 2010.  The Texas Building and Procurement Commission will continue to review and monitor the airline industry for potential contracts in the future, but for now you may utilize National Travel Systems or web portals such as SWABIZ.com or AA.com to ensure purchase of the lowest ticket fare in the public marketplace.  Due to documentation requirements, we do not encourage use of an online booking source other than the airlines' direct websites.

III. CORPORATE TRAVEL CHARGE CARD SERVICES

JPMorganChase is the official charge card for State travel purposes. JPMC offers the State a number of service features not presently realized through any other payment mechanism. Some of the more notable features of interest to travelers are: no annual fee, no minimum salary requirements, no preset spending limits, up to $500,000 business traveler accident insurance, and up to $3,000 checked and/or carry-on baggage insurance. Use of the JPMC card will benefit the State through reduced cash advance outlays. You as a traveler will benefit as use of the card will eliminate the dependence on personal funds or personal credit cards for official State travel.

Individual travelers who are issued a charge card accept an obligation to pay all charges incurred on a timely basis and to use the charge card ONLY for official state travel expenses. Use of the corporate travel charge card by an employee for personal business is considered a violation of state policy and will be subject to corrective action. The state has a $200 limit per billing cycle on non-travel (retail) charges on state-issued corporate travel charge cards. In some instances, charges for travel-related expenses such as parking, taxis and gasoline may be coded by the merchant as "retail." Please be aware of this so you are prepared while traveling.

Each employee will be responsible for full payment of monthly bills received from JPMC. If an account ages to 60 days past due , the account will be assessed delinquency charges in the amount of $20 or 2.5% of the delinquent balance, whichever is greater. Cardmembers are required to pay these charges. NOTE: Delinquency charges are not reimbursable. When a JPMC individual corporate MasterCard account reaches 61 days past due, it will be suspended until it is paid. If an account reaches 90 days past due, it will be canceled and will not be reopened. The decision to cancel or reopen an account is at the discretion of JPMC. If an employee's credit card is canceled due to non-payment, the employee will be ineligible to receive advance travel payments and must travel on personal funds.

In accordance with the State of Texas contract with JPMC, each individual cardholder must take, or be expected to take, three or more trips per fiscal year, or expend at least $500 per fiscal year in business related expenses. Applications for the Corporate JPMorganChase card may be obtained from the Travel Coordinator (Rodolfo Rodriguez) in the Business Office. If an employee refuses to apply for a credit card, the employee will be required to travel using their own personal funds and request reimbursement upon completion of travel.

IV. RENTAL CAR SERVICES

The contract rental car vendors are Avis and Enterprise Rent-A-Car. The contract term is from March 31, 2004 through February 28,  2010.  All contracts include full Loss/Damage Waiver (L/DW) and Primary Liability which covers persons and property outside the rental vehicle up to $350,000 when the vehicle is rented correctly under the State of Texas contract. The rental car contracts do not cover persons and property inside the rental vehicle.

To use the negotiated state rates simply book your reservation thru National Travel Systems or directly with Advantage, Avis or Enterprise and ask for the State of Texas rate.

TSTC Harlingen's ID numbers are as follows:
Avis F999-719
Enterprise TX719-2

With all vendors, you must give TSTC Harlingen's ID number in order to obtain the State of Texas contract rates.

When renting a car with any of these vendors, state travelers should "decline" Loss/Damage Waiver (L/DW) by initialing the appropriate space on the rental agreement. L/DW is offered as part of the State contract with the rental car vendors and the traveler will automatically receive it at no additional charge.

TSTC Harlingen encourages employees to use Enterprise because of the personal liability option offered by Enterprise.

V. HOTEL CONTRACTS

STMP contracts with hotels for discounted rates for state employees on transient travel while doing business for the State of Texas. These rates are listed in the state contract hotel directory. These contracted hotels must be used unless a valid exception exists. If an employee anticipates that a contract vendor cannot be used in accordance with State guidelines, the listed exception should be determined in advance of the trip. In some instances, these rates may not be available during holidays or special events. Lower rates may be available during low occupancy periods. Reservations for hotel stays may be made through National Travel Systems or by calling the hotel directly. Ask for the State of Texas Contract Rate. Please be aware that the "Government" rate is not the same as the "State of Texas" contract rate.  If you ask for the "Government" rate you will probably get the wrong rate.

In some instances the contract single room rate is higher than the allowable room rate. These hotels are listed in the directory because the discount the hotel is offering meets the contract requirements, and some travelers choose to stay at a nicer property and pay the difference themselves or share a room with a fellow state employee.

When checking into a contract lodging establishment, please be prepared to show one of the following forms of identification as proof that you are entitled to the State of Texas contract rate:

•  A State of Texas employee ID card;
•  An individual contract charge card issued by and embossed with State of Texas; or
•  A State of Texas payroll ID (check stub)
  

VI. TRAVEL REQUESTS

A  Travel Requisition  must be completed prior to all travel. This also applies to travel where an employee will not request reimbursement. The travel requisition should be submitted for departmental approval far enough in advance to assure arrival in the Business Office at least three working days prior to travel. 

If a travel advance is needed, the travel requisition should be received in the Business Office at least three weeks prior to the travel.

REGISTRATION FEES

Advance registration fees may be requested in accordance with the following guidelines:

Travelers with a Corporate JPMC Card should charge any registration fees $200 and under to their account and request reimbursement upon completion of the travel. Any advance registration fees over $200 may be requested if the travel requisition is received in the Business Office at least three weeks prior to the deadline.

Travelers without a Corporate JPMC Card should make their own payment arrangements if the registration fee is $50 or under. Advance registration fees over $50 may be requested if the travel requisition received in the Business Office at least three weeks prior to the deadline.

In both instances, the travel requisition must include the payee name, federal ID #, payment amount and payment deadline. The travel requisition should also be accompanied by a completed registration form (when applicable).

Any advance registration fees paid by TSTC should not be included on the travel voucher. Only registration fees paid by the traveler should be included on the travel voucher.

***IMPORTANT NOTICE***

If an employee is attending an in-state or out-of-state seminar or meeting, the employee may get reimbursed for the cost above the allowable hotel rate where the seminar/meeting is held.  If the hotel rate exceeds the State Comptroller's Office lodging rate, the excess rate must be reimbursed from local funds.  The total reimbursement for lodging, however, may not exceed twice the allowable lodging rate.  The President, Chancellor, or Executive Vice Chancellor must approve the hotel rate by signing the Travel Request before the travel occurs.

VII. TRAVEL VOUCHERS

A state employee may receive reimbursement of the employee's travel expenses only when the purpose of travel clearly involves official state business and is in accordance with the legal responsibilities of TSTC. 

A Travel Voucher Form must be completed immediately upon completion of travel. The travel voucher must contain a brief statement identifying the location to which the employee traveled, the nature of the official state business conducted and the benefit that TSTC gained from the travel. (Abbreviations or acronyms are not allowed.)

Mileage is reimbursed at the following rates for FY10:                                            

      January 1, 2009- August 31, 2009                                           55 cents per mile

      FISCAL YEAR 10 September 1, 2009 -December 31, 2009    55 cents per mile

      FISCAL YEAR 10 January 1, 2010 - August 31                      50 cents per mile                                       

Distance traveled is calculated by referring to the official State Mileage Guide which will end on December 31, 2009.  Beginning January 1, 2010 distance will be calculated using Rand McNally .   Print the page from the website and attach it to the travel voucher. If point-to-point mileage is claimed an itemized Travel Reimbursement Request Mileage Record must be attached to the travel voucher. This form must be typed amd signed by the traveler.

An employee may be reimbursed for actual mileage between the employee's residence and the nearest airport. If the travel occurs during working hours, the reimbursement may not exceed the reimbursement that would be paid if the employee had traveled between the employee's designated headquarters and the airport. All mileage must be itemized on a point-to-point basis and travel locations must be identified on the voucher.

An employee may be reimbursed for parking expenses incurred when the employee travels in a personally owned or rental vehicle. Parking receipts are not required; however, the parking expenses must be itemized on a daily basis on the travel voucher.

An employee traveling within the state overnight will be reimbursed  up to the rates stated in the federal travel regulations.  These rates may be found on the U.S. General Services Administration (GSA) website: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943.  If an employee travels to a location where the allowance has not been set then the rate will be up to $85 a day for lodging and up to $36 a day for meals.  A receipt must be submitted for lodging but not for meals. One employee may not claim the expenses of another employee. Out of state lodging and meal allowance will vary depending on the destination. When two or more employees share lodging, each employee will be reimbursed for his share of the actual lodging expense not to exceed $85.00 per day. Each employee must submit a travel voucher to receive reimbursement.

The state will not reimburse for state sales tax charges on lodging within the State of Texas. If an employee fails to submit a Texas Hotel Occupancy Tax Exemption certificate and is charged sales tax, the employee will not be reimbursed for state sales tax charges. Some hotels will charge the city tax; this tax is reimbursable.

The TSTC interpretation of maximum reimbursement for actual meal expenses associated with overnight travel on the day of departure or the day of return is as follows:

The maximum meal reimbursement for actual meal expenses associated with overnight in-state or out-of-state travel on the day of departure or the day of return is in accordance with the GSA website.  On the first and last day of overnight travel, the meals expense will be reimbursed up to 75% of the meal allowance based on actual expenses incurred.

When traveling overnight in-state or out-of-state, if a meal is provided, the employee will not be reimbursed for that meal.  A percentage of the maximum meal allowance will be subtracted for the meal provided as follows:

1.  If breakfast is provided subtract 20% of the meal allowance

2.  If lunch is provided subtract 30% of the meal allowance

3.  If dinner is provided, subtract 50% of the meal allowance.

For both in-state and out-of-state travel, an employee may claim less than the maximum meal rate allowance and use the amout of the reduction to increase the maximum lodging rate allowed. 

 Please remember that this is a meal allowance, NOT an entitlement. Reimbursements for meals should be requested based on actual meal expenses not to exceed the maximum allowance.

Employees may be reimbursed for the actual cost of public transportation. Receipts are required for commercial air transportation and rental of motor vehicles, but not for bus or taxi charges. Bus or taxi fares must be itemized on the travel voucher on a trip-by-trip basis.

Any advance registration fees paid by TSTC should not be included on the travel voucher. Only registration fees paid by the traveler should be included on the travel voucher.

Travel reimbursements may be expected within 30 days after the Travel Voucher is received in the Business Office. Any employees who receive their payroll check by direct deposit will also receive travel reimbursements by direct deposit. Travelers will be notified by the Business Office once their reimbursement is processed, whether by check or direct deposit.

VIII. TRAVEL TO WASHINGTON, D.C.

For FY06, only state travelers who intend to confer on Legislative or Appropriations issues with U.S. Congress/Federal Government staff or officials should submit travel information to OSFR.  Travel to Washington, D.C. must be reported to the Office of State-Federal Relations (OSFR) in advance of your travel plans. The form may be submitted electronically. A confirmation page will be immediately generated. This form must be submitted with your travel request.