2400 Personal Vehicles
2410 Reimbursing Personal Vehicle Travel
Travel Policy June 2025
DFPS may reimburse an authorized traveler for mileage incurred during the employee’s use of a personal motor vehicle.
A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective, considering all relevant circumstances, per Texas Government Code, Section 660.007. The shortest route between points is generally presumed to be the most cost-effective route. However, consideration is given for reimbursement of a longer route due to the employee’s time savings, resulting productivity improvements, and safety factors.
The number of miles traveled by an employee for state business is determined by point-to-point itemization. When using point-to-point mileage, the traveler lists the street addresses on the Trips tab of the Travel Claim or Advance Settlement. Point-to-point mileage may be documented by an employee’s vehicle odometer reading or by a readily available online mapping service.
DFPS requires staff to use the eTravel system for their travel reimbursements. This system allows staff to plan their daily trips using the Bing mapping tool that is built into the eTravel system and is the standard for the agency. eTravel calculates and records the point-to-point trip information. See 6000 Automated Online Travel System – eTravel.
DFPS reimburses a longer route that is faster than the shortest route because the time savings and resulting productivity improvements make it the most cost-effective route. As previously noted, the itemization for point-to-point mileage is recorded by eTravel. Any change to the recorded mileage must be sufficiently detailed for the agency to verify the number of miles and to validate the justification for the change. DFPS auditors use the eTravel system as the DFPS internet mileage tool for travel audit verification, as eTravel uses the mileage information from Bing.
Additional mileage incurred because a state employee is lost or receives inaccurate directions may not be included in the calculation of a mileage reimbursement. Traffic gridlock, road construction, unfamiliar roads, etc., are also not included in the calculation. If, however, an employee must take a detour due to construction or road closure, the employee can include that mileage. The traveler must document justification for this on the record of transportation for that date. When using point-to-point in a rural area, the traveler may need to give additional information to verify mileage, such as “3 miles off of Farm Road 183 East across from the blue church.”
Allowable additional expenses include parking fees and toll charges incurred while on official state business.
2420 Coordinating Travel: Four-Per-Car Rule
Travel Policy June 2025
When employees from the same agency travel on the same dates with the same itinerary, they must coordinate travel. When four or fewer employees travel on the same itinerary, only one may be reimbursed for mileage. When more than four employees travel on the same itinerary, only one out of every four may be reimbursed for mileage. See Texas Government Code, Section 660.044. If multiple travelers are claiming the same personal vehicle mileage, the traveler must state the itinerary difference in the Trips tab of the Travel Claim or Advance Settlement in the Duties Performed section.
The Commissioner can determine that coordination of travel is not feasible under certain circumstances. The executive memo is maintained in the Accounting Division. Examples:
- An authorized traveler is required to transport equipment and supplies to the duty point and does not have room for passengers.
- An authorized traveler plans to drive to the same conference that a colleague is going to but has scheduled a meeting at a regional office afterward.
2430 Multiple Authorized Travelers
Travel Policy June 2025
Whenever travel expenses of more than one individual are being paid or reimbursed, and if the expenses were incurred for the same or similar official state business, the traveler includes supporting documentation for those expenses on the Travel Claim or Advance Settlement. Sufficient detail or justification must be provided to prove that the number of individuals conducting the business was necessary.
Supporting documentation (justifying why more than one authorized traveler was necessary to conduct the same or similar business when the authorized travelers are traveling to and from the same location) must be documented in eTravel on the Trips tab under Duties Performed.
Example Statements
“I traveled from Austin to Houston with three other auditors to perform an internal audit of a program area. Four auditors were necessary to expedite the audit.”
“I traveled from San Antonio to Austin with two other employees to attend USAS training provided by the Comptroller’s Office at the Proctor building. It was necessary that three employees attend the training due to USAS requiring hands-on training experience.”
“I traveled from Edinburg to Austin with two other employees to attend an Accounts Payable meeting. It was necessary for all three to attend because immediate feedback was needed on new procedures presented.”
2440 Mechanical Failure Repairs
Travel Policy June 2025
Inability to Conduct Official State Business
Mileage incurred while traveling to a duty point is not reimbursable if the state employee is unable to conduct official state business because the employee’s personal vehicle breaks down before reaching the duty point.
In contrast, mileage incurred by a second employee picking up a state employee at the location where the vehicle broke down and returning the first employee to the first employee’s designated headquarters is reimbursable to the second employee, regardless of whether the first employee conducted any official state business before the vehicle broke down.
Once the vehicle is repaired and the authorized traveler continues state business, reimbursement for lodging, meals, and mileage can be resumed. If an authorized traveler continues state business by other means of transportation, reimbursement for lodging and meals for the period during which the vehicle is being repaired may be claimed.
A rental vehicle may not be direct-billed to the agency in the case of a traveler’s personal vehicle’s mechanical failure or disrepair. A traveler may obtain a rental car at the traveler’s own expense and record the mileage as if in a personal vehicle. Each contracted rental agency allows state employees to rent a vehicle for personal use at the State’s contracted rate.
In some cases, a rental car is acceptable when the justification shows that it’s for official business-related travel. Employees must use the Rental Car vs Personal Reimbursement Calculator to determine the most cost-effective mode of transportation.
2450 Personal Vehicle Mileage
2451 Mileage Reimbursement Rate
Travel Policy June 2025
The Internal Revenue Service (IRS) establishes a maximum mileage reimbursement rate to be used by the private and public sector for mileage reimbursement. These rates are generally reviewed and set annually, but unexpected disasters and economic factors can cause rates to change during the year.
The Texas Comptroller of Public Accounts takes the information supplied by the IRS and sets a maximum reimbursement rate for the state. Agencies cannot reimburse more than the maximum mileage reimbursement rate set, but each state agency does have the authority to establish a lower mileage reimbursement rate. DFPS generally uses the maximum reimbursement rate for the state.
When claiming mileage reimbursement, authorized DFPS travelers must use the agency-approved reimbursement rate for the travel dates. The DFPS eTravel system is designed to use the appropriate rate for the specified travel period.
2452 Mileage between Lodging and Restaurants or Lodging and Duty Point
Travel Policy June 2025
Actual mileage between lodging and restaurants and lodging and duty points, while on overnight trips, can be reimbursed up to a maximum of 10 miles roundtrip.
An exception is available for mileage reimbursement between lodging and duty point if a justification statement is included on the Travel Claim in eTravel on the Trips tab under Duties Performed.
Example justification statements:
- “Unable to obtain lodging at state rate within five miles of duty point.”
- “Unable to obtain lodging within five miles of duty point due to safety factor.”
- “Lodging was direct billed to DFPS.”
2453 Mileage between Residence and Airport
Travel Policy June 2025
The required check-in or arrival time of a flight is the travel start time. Reimbursement is as follows:
- If the travel start time is on a workday before or after working hours, then reimbursement is for actual mileage.
- If the travel start time is on a workday during work hours, then reimbursement is for actual mileage or mileage from headquarters, whichever is less.
- If the travel start time is on a nonworking day, then reimbursement is for actual mileage.
A state agency may reimburse a state employee for the mileage incurred by another individual (employee or non-employee) while transporting the authorized traveler between the employee’s residence and an airport. To be reimbursed for a courtesy ride, this must be the most cost-efficient method of reimbursement. The cost that the employee would have incurred if the employee had driven to the airport and parked his or her car is compared to the cost of mileage reimbursement for the trip or trips supplied through a courtesy ride.
If an authorized traveler receives a courtesy ride to the airport not from a commercial source, the Travel Claim or Advance Settlement must indicate the name of the person providing the courtesy ride. It must also state whether the person providing the courtesy ride is an employee or non-employee, because the authorized traveler and the employee providing the courtesy ride cannot both claim the same mileage expense.
2454 Mileage between Residence and Duty Point
Travel Policy June 2025
Mileage between the authorized traveler’s residence and duty point is limited to mileage less than or equal to mileage between headquarters and duty point, regardless of the day of week or time of day.
Mileage to and from an authorized traveler’s residence can be claimed for after-hours mileage when the employee is “On Call”. “On Call” staff are identified by each program area. Staff who are performing an “On Call” duty must identify each travel line associated with an “On Call” duty on the Trips tab in eTravel by stating “On Call” and including the travel time and duty performed; otherwise, the mileage will automatically be reduced.
Supervisors are responsible for reviewing and certifying the appropriateness of an employee claiming mileage for “On Call” duties.
2455 Mileage between Residence and Place of Employment
Travel Policy June 2025
Reimbursement for mileage between an employee’s residence and headquarters is not allowed unless extraordinary circumstances cause the travel, and the travel occurs during nonworking hours.
Extraordinary circumstances are events that threaten public health or safety or cause or threaten to cause damage to public property. Circumstances and the starting time of the travel must be documented in the Trips tab of the Travel Claim or Advance Settlement. The starting time of the travel determines whether the travel occurs during nonworking hours.
2456 Mileage for Returns to Place of Employment
2456.1 Returns to Headquarters (HQ) from Personal Leave
Travel Policy June 2025
Transportation back to HQ can be reimbursed if an authorized traveler is outside the traveler’s HQ city on personal leave and the Commissioner asks the authorized traveler to return for state business. The authorized traveler must state on the claim that the agency head required the authorized traveler to return to HQ.
In the Trips tab and Duties Performed section of the Travel Claim, the traveler indicates the following:
- If the travel is by car, the address left from or returned to.
- If the travel is by air, the scheduled flight departure or arrival time.
2456.2 Weekend Returns to HQ
Travel Policy June 2025
A state agency may determine whether a state employee should (1) return to the employee’s designated headquarters during the weekend or (2) remain at the employee’s duty point during the weekend.
(1) Returning to Designated Headquarters during the Weekend
An employee may be reimbursed for a transportation expense incurred while returning to the headquarters and then going back to the duty point after the weekend if the agency determines it is most beneficial for the employee to return to the headquarters.
(2) Remaining at a Duty Point during the Weekend
An employee may be reimbursed for weekend travel expenses at the duty point if the agency determines it is most beneficial for the employee to remain at the duty point over the weekend. The reimbursable expenses are limited to the types of expenses the employee incurred on other days while conducting state business.
Example
Anna is a state employee headquartered in Dallas. She flies to El Paso on a Monday morning to conduct state business. The state business begins Monday afternoon, temporarily ends Friday afternoon, and resumes the following Monday. Anna’s reimbursing agency reviews the amount it would cost to fly Anna back to Dallas on Friday and then to El Paso on Monday and determines that the estimated meal, lodging, and transportation reimbursement for Anna to stay in El Paso for the weekend would be less than the cost of additional airfare. The agency advises Anna that it would be most cost-effective for her to stay in El Paso over the weekend and complete her state business the following week. The lodging, meal, and transportation expenses Anna incurs over the weekend are reimbursable up to the applicable maximum reimbursement rates.
Traveling to a Location Other Than Designated Headquarters during the Weekend
If an employee is authorized by the reimbursing program to leave a duty point to travel to a location other than the employee’s designated headquarters over the weekend, the employee may be reimbursed for expenses limited to the types of expenses the employee incurred on other days while conducting state business.
2456.3 Daily Returns to HQ
Travel Policy June 2025
Authorized travelers can return to HQ daily for mileage reimbursement instead of incurring overnight lodging and meal expenses. However, the reimbursement for mileage to return to HQ cannot exceed the reimbursement for lodging and meals that the traveler would have received if the traveler had remained at the duty point.