2200 Advance Travel Funds
Travel Policy June 2025
Priority use of the Advance Travel Fund is for new employees attending required training. Other staff may be allowed to use the Advance Travel Fund on a case-by-case exception basis based on travel policies.
The Advance Travel Fund is a petty cash fund allowed by the Comptroller of Public Accounts (CPA), and as a petty cash fund, the Advance Travel Fund is used for agency emergencies and is not designed for common and repeat travelers. Use of the Advance Travel Fund is authorized by Texas Government Code §403.248. Authorized travelers and their supervisors are responsible for ensuring that travel advances adhere to policy.
The EXTRA (Express Travel Advance) Card is a credit card that can be used anywhere that credit card is accepted. It is limited to allowable travel expenses made on official state business while in travel status. The card has a credit limit equal to 100% of expected travel expenses and is only valid for the specific dates of travel listed on the Advance Request.
The EXTRA Card is used for State of Texas business-related travel expenses only and is not for personal use. No alcohol or tips may ever be charged on the card. Purchases of alcohol are considered abuse of the card and violate state law, according to Texas Government Code §660.113. All DFPS business airline tickets and rental cars must be charged on the agency’s direct billed account. Use of the EXTRA Card for charges other than official state business is a direct violation of the state’s contract with the bank and, therefore, a misapplication of the state-issued card. Any misuse results in cancellation of the EXTRA Card, and the employee is subject to disciplinary action and probable restriction of future EXTRA Card usage.
DFPS Travel Claims and Services verifies all EXTRA Card purchases through a real-time web-based system that allows DFPS to monitor and review all EXTRA Card activity. The traveler’s supervisor, manager, and regional or division director are notified of any apparent misuse of the EXTRA Card. The traveler is required to provide a written explanation of charges that appear to constitute misuse.
If repeated misuse is confirmed, the traveler’s supervisor, manager, program director, regional director, and associate commissioner are notified. A copy is sent to the unit director of Consumer Affairs and Appeals, the Office of the General Counsel, and the Office of the Inspector General to notify them of the misuse. The traveler is subject to disciplinary action, up to and including termination.
2210 Who Will Be Issued Advance Travel Funds
Travel Policy June 2025
The following employees may be issued Advance Travel funds:
- New employees attending Basic Skills Development training.
- New employees attending Professional Development training.
- New employees attending Training While Working training.
- New employees attending Supervisor Professional Development training.
- First-line supervisors attending Basic Skills Development training.
- Master investigators, master Family-Based Safety Services (FBSS) caseworkers, master Conservatorship (CVS) caseworkers, and master caseworkers, for assignments and investigations only.
- Employees below salary group B24 who have overnight stays with more than $300 in expenses.
- Employees in salary group B24 and above who have applied for a State Travel Charge Card (STCC) and have been denied the STCC. This exception is granted for the following 12 months. The employee is required to re-apply for the STCC every year thereafter.
- Employees who are granted a one-time exception. This may be granted on a case-by-case basis for rare occurrences (for example: a sudden medical cost or purchasing a new home).
The Advance Travel exception process is not designed to override 2220 Who Will Not Be Issued Advance Travel Funds.
2220 Who Will Not Be Issued Advance Travel Funds
Travel Policy June 2025
The following employees will not be issued Advance Travel funds:
- Employees in salary group B24 or higher. Refer to 2210 Who Will Be Issued Advance Travel Funds for exceptions.
- Employees who have a State Travel Charge Card.
- Employees who had a State Travel Charge Card canceled or closed for misuse or nonpayment.
- Employees who had a State Travel Charge Card canceled or closed by the employee.
- Employees who have a direct billed hotel.
- Employees who have failed to submit an Advance Settlement in eTravel within 14 calendar days following the completion of the trip and first notice of the delinquent Advance Settlement. These employees are not eligible for Advance Travel funds for the following 12 months (see 2230 When to Submit an Advance Travel Request and Advance Settlement).
- Employees who have failed to repay overpayments from previous travel advances within 14 calendar days of the Delinquent Repay Collection first notice. These employees will not receive Advance Travel funds for the following 12 months.
- Employees who have misused the EXTRA Card (for example: charging alcohol, tips, or personal items to the EXTRA Card).
- People who are not state employees, including advisory council members, interns, contractors, prospective state employees, and volunteers.
- Employees who are not in good standing with the State of Texas and are on hold with the State Comptroller because the employee has any of the following situations:
- Is in default of a student loan.
- Owes child support in a case where the attorney general provides services.
- Owes funds for disallowed expenses on an Advance Settlement.
- Has failed to submit an Advance Settlement.
- Other reasons, such as overpayment of wages, failure to return agency equipment, overpayment of unemployment benefits, owing state taxes, etc.
- Employees whose anticipated travel expenses do not total at least $300 (lodging, lodging taxes, and meals).
2230 When to Submit an Advance Travel Request and Advance Settlement
Travel Policy June 2025
The Advance Request must be in AR Audit Received status in eTravel at least 14 calendar days before the departure date.
An employee who receives an Advance Travel EXTRA Card must, within 14 calendar days from the end date of the travel, submit an Advance Settlement in eTravel.
An Advance Settlement is considered delinquent 15 calendar days after the last travel date listed on the Advance Request. An employee with a delinquency is not approved for additional Advance Travel funds.
2240 Advance Travel Request Procedures
Travel Policy June 2025
The requester:
- Completes the Advance Request in eTravel.
- Completes the online approvals through the Travel Authorization (TA) process in eTravel and electronically attaches the authorization to the request for any of the following:
- Car rental.
- Airline reservations.
- Out-of-state travel.
- Must initiate the request in sufficient time, so the request is in AR Audit Received status, with all appropriate approvals, at least 14 calendar days before the departure date.
The supervisor:
- Approves the Travel Authorization in eTravel before the travel dates, if applicable.
- Approves the Advance Request in eTravel at least 14 calendar days before the departure date.
The Advance Travel Team:
- Reviews the request to determine eligibility.
- Loads the credit limit to the EXTRA Card and distributes it to the location the traveler specifies on the request in eTravel.
2250 Advance Travel Settlement Procedures
Travel Policy June 2025
The Advance Settlement must be in AR Audit Received status in eTravel within 14 calendar days after the last travel day of the associated travel dates entered on the Advance Request. The Settlement initiates the audit process, which determines the allowable expenses, replenishes the Advance Travel Fund, and calculates whether the authorized traveler will be reimbursed additional funds or the authorized traveler needs to reimburse the state for unauthorized or non-reimbursable charges on the EXTRA Card.
One Advance Settlement should be submitted in eTravel for each EXTRA Card issued, and this should not be combined with regular travel or completed on a Travel Claim.
2251 Advance Travel Settlement Attachments Required
Travel Policy June 2025
Vehicle Fuel
Itemized receipts are required for reimbursement associated with refueling rental vehicles. “Pre-pay” fuel receipts are not reimbursed. Acceptable gasoline receipts that are reimbursable are itemized “after purchase is complete” receipts that show the number of gallons, price per gallon, and total cost.
The EXTRA Card may be used to purchase fuel while in a personal car, and the traveler’s mileage reimbursement is reduced by the amount charged for fuel.
Employee Restaurant Meals Purchased with the EXTRA Card
Itemized receipts are not required to be submitted, but must be maintained, for any restaurant meals purchased with the EXTRA Card. Questionable purchases on the EXTRA Card bank statement are subject to review in audit, and the itemized receipt may need to be provided to receive reimbursement.
2252 Delinquent Advance Travel Settlement
Travel Policy June 2025
If the Settlement is not received within 14 calendar days, the Advance Travel team sends a notice to the traveler, with a copy to the supervisor.
If the Settlement is not received within 14 calendar days of the Delinquent Advance Settlement first notice, a second notice is sent. At the time the second notice is sent, the Advance Travel team does both of the following:
- Notifies the employee and the supervisor that the employee has not completed or submitted the Advance Settlement.
- Places the employee on Comptroller Payee Hold.
An employee who does not submit the Settlement within 14 calendar days may be denied Advance Travel for all future trips and may be subject to adverse personnel action, up to and including dismissal.
2253 Repaying Unallowable Expenses Charged to the EXTRA Card
Travel Policy June 2025
The Travel Claims/Advance Settlement team audits the Advance Settlement. If the amount charged to the EXTRA Card exceeds the actual reimbursable travel expenses incurred, the Advance Travel team emails the employee a collection notice for immediate repayment, supplying the employee with the exact amount due to the agency and instructions. This email is sent to the employee after the employee receives the automated emailed notice from the eTravel system.
If the payment is not received within 14 calendar days of the Delinquent Repay Collection first notice, a second notice is sent. At the time this second notice is sent, the Advance Travel team does the following:
- Notifies the employee and the supervisor that the employee is indebted to the state.
- Places the employee on Comptroller Payee Hold, if appropriate.
- Continues with the appropriate recoupment process, including referral to the Office of the Attorney General of Texas, if applicable.
An employee who does not submit the payment may be denied Advance Travel for all future trips, has other travel expense reimbursements placed on “Hold”, and may be subject to adverse personnel action, up to and including dismissal. See HR Manual Chapter 4, Employee Conduct (A. Employee Conduct-Work Rule #22) on the DFPS intranet.
The employee must repay any amount of a travel advance (that was either not allowable or exceeded the reimbursable amount due) to the agency immediately upon notification. An employee who does not submit the payment may be denied travel advances in the future and have other travel expenses placed on “Hold.” For more information, refer to 2200 Advance Travel Funds.
2254 Reimbursing Authorized Traveler for Expenses in Excess of the Amount Charged to the EXTRA Card
Travel Policy June 2025
The Travel Claims/Advance Settlement team audits the Advance Settlement. If it is determined that the state owes the authorized traveler an amount more than the amount charged, the Travel Claims/Advance Settlement team reconciles the travel expenses, issuing payment for the remaining balance, if applicable, to the employee.
The Travel Claims/Advance Settlement team processes the Advance Settlement within 20 business days of receiving the Advance Settlement.
2260 The Authorized Traveler and Supervisor Responsibility
Travel Policy June 2025
The traveler:
- Signs the back of the EXTRA Card upon receipt.
- Prepares the Advance Settlement within 14 calendar days after the associated Advance Travel trip. The Advance Settlement must include the rental car pick-up and rental car return dates, along with all travel dates entered on the associated Advance Request.
- Must obtain a copy of Form 7905 Certificate for Internal Training from the DFPS Learning and Development instructor and upload it to the Settlement, if applicable. Form 7905 may only cover one training session. Altered 7905s are not acceptable. If the certification document is not provided, the traveler contacts the instructor or emails the DFPS Learning and Development registrar (LD logistics) mailbox. Also refer to the DFPS Registrar’s Office webpage on the DFPS intranet.
- Submits the Advance Settlement to the supervisor for approval.
- Pays back any amounts owed within 14 calendar days of notification from the Advance Travel team.
The supervisor:
- Approves the Advance Settlement in eTravel no later than 14 calendar days after the completion of the trip.
- Is required to notify the Advance Travel team once it is determined that an employee who had been approved for Advance Travel funds is leaving or has left DFPS. This notification is necessary to ensure funds are recouped.