Travel Without Students

1. Complete TAR Request at least 10 days before trip. (Printable form is available below.)

• One form must be completed for each employee who will travel.  

• Registration information needs to be submitted to District Finance before the trip occurs.   

• • ADVANCED REGISTRATION:  Please complete this section if the District is paying the cost of registration. (Please note:  Employees paying their own registration cost is greatly discouraged.)   You will need to indicate whether the registration check will need to be mailed by Accounts Payable or returned to you for “Hand Carry” to the event.  Submit 2 copies of the completed registration form.  If Procard was used to pay registration, please check‐mark the “Procard” box and submit 2 copies of the registration invoice/receipt.

2. Make or send copies of Hotel Reservations, Conference/Training Brochure or Event Website, and any other costs you expect to incur and send to Bookkeeper.

• If you are staying at the Official Hotel for the event, provide documentation of Official Status and Rates to ensure you are reimbursed proper amounts. (Only Official Hotel can be reimbursed at a higher rate than per diem =$96/night.)

1. See Bookkeeper to complete POST-TRAVEL portion of TAR. Submit Meeting Agenda, Conference Schedule, or other Proof of Attendance Documentation to Bookkeeper.

2. For Reimbursements: 

All reimbursements for lodging and meals will be made following per diem guidelines:

2. • • Lodging per diem in Texas is $96/night/person.  The District will not reimburse state tax, so the traveler must present the Hotel Tax Exempt form to the hotel at the time of check‐in.  It is allowable for the District to reimburse the following taxes:  county, city, venue, etc. If you are staying at the Official Hotel for the event, make sure correct documentation has been submitted to ensure proper reimbursement.

     • Mileage rate is $.56 per mile.  This will be determined with a Google Maps printout of shortest mileage from CPHS to destination.

     • Meal per diem in Texas is $55/day.  This is the breakdown for meals:

       • • Breakfast ‐ $12.00 if traveler departs before 6am or returns after 7am

         • Lunch ‐ $16.00 if traveler departs before 11am or returns after 12pm

         • Dinner ‐ $27.00 if traveler departs before 5pm or returns after 7pm

   • Submit the original itemized receipts for all expenses plus one copy – except for meal receipts.

     • • Include amounts paid for parking, bus, or other approved costs.

3. List your date and time of departure and your date and time of return. 

4. Sign and date the “Requesting Party” line.