Guidelines
Effective October 2003, employees using state funds may be reimbursed the actual cost of lodging not to exceed $80 per day. State employees traveling outside the state, but within the continental U.S., are reimbursed according to a locality based rate. Out-of-state lodging and meal allowances for state funded accounts can be also be found at the Texas Comptroller of Public Accounts web site.

When requesting rates for instate lodging, ask for the State of Texas Contract Rate. If you ask for the "Government" rate, you will probably receive an incorrect rate. A list of hotels offering state rates can be found by accessing the Texas Building and Procurement Commission web site. Hotel rates are available only to state employees.

If a hotel that is known to have a State of Texas Contract Rates does not honor the rate, ask to speak to the hotel manager and/or report the incident to the System Travel Program Administrator.

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:

• State of Texas employee ID card
• State of Texas payroll ID (check stub)
• A letter, on state agency letterhead and signed by an executive officer identifying the traveler as traveling on state business and authorized to use state contract rates.

Contract rates do not apply to conferences and group meetings. These rates are negotiated as part of a conference or meeting. When making reservations for a conference or group function, do not ask the hotel for the State Contract Rate, the conference/group rate applies.

In addition, contract rates do not apply when certain exceptions exist.

Special Considerations
Some hotels have begun charging an early check-out fee. This fee varies by hotel. When making lodging arrangements, it is suggested that you ask if the property has this type fee and plan accordingly.