Download PDF Packet - Agenda

Travel Policy
1. No trips will be authorized without prior approval by the Court or County Judge.
2. Only department heads may make out-of-state trips at County expense. Exceptions will be made
for employees who must take out-of-state trips as part of their job requirement.
3. County vehicles will not be authorized for out-of-state travel, exceptions will be made for law
enforcement personnel, if prior Commissioners Court or County Judges approval is obtained.
4. Air Fare. Two bids are required on the cost of air transportation. Patty Shelley/Sanborn's Travel (855-3351)
should be contacted by the department for both the commercial rate and State contract rate. Once the travel
request is approved, both Patty Shelley/Sanborn's Travel and the department will be notified. At that time, the
department can finalize the air travel with Patty Shelley/Sanborn's Travel. No air travel can be booked without
an approved travel request.
5. Standard rates for reimbursement of travel in Texas:
a. up to $36.00 per day for meals, less meals furnished with registration.
b. actual cost of hotel or motel room up $85.00 per day, including tax and non-valet parking.
Exceptions may be approved by County Judge.
c. not more than coach airfare, plus airport transportation, or $0.49 per mile whichever is
less (exception: mileage will be allowed when trip is 350 miles or less one way and a
car is more convenient.)
d. prior approval by Commissioners Court or County Judge is required for cab fare and
car rental.
e. registration fees.
f. if more than one person is authorized to make a trip in a private vehicle, reimbursement
may be on mileage rather than plane fare.
Standard rates for reimbursement for out-of-state travel:
a. up to $36.00 per day for meals, less meals furnished with registration.
b. actual cost of hotel or motel room if at special conference rate, or as authorized
by Commissioners Court or County Judge in advance and non-valet parking.
c. not more than coach airfare, plus airport transportation.
d. prior approval by Commissioners Court or County Judge is required for cab fare and
car rental.
e. registration fees.
6. Original bill or receipts are required for all expenditures except meals. Affidavits are required
for lost bills and receipts. If an advance was received, a Travel Reimbursement Form must be
submitted by 10 days after returning with hotel bill attached.
7. The Travel Request Form and The Travel Reimbursement Form were adopted by Commissioners
Court July 27, 1982, and amended June 15, 1983, May 18, 1987, Nov. 15,1989, May 3, 1993
Oct. 27, 1993, Feb. 28, 2000 and June 27, 2001.
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