Definitions of Terms
Travel Policy December 2024
The definitions below serve as a glossary for this handbook.
Alternate Preparer
Travel Definition December 2024
A DFPS employee authorized by the traveler to complete the travel request and claim processes in the eTravel system on the traveler’s behalf. The alternate preparer is also referred to as the traveler’s proxy. An alternate preparer cannot submit an Advance Request to the supervisor for approval.
Attendant
Travel Definition December 2024
The person who has the responsibility to care for a DFPS employee who has a physical disability.
Authorized Traveler
Travel Definition December 2024
A person who may be reimbursed under the DFPS travel handbook, including, but not limited to, the following people:
- Employees.
- Former employees (for authorized travel while at DFPS).
- Prospective employees.
- Board, committee, and council members.
Board
Travel Definition December 2024
A board, commission, committee, council, governing body, or similar entity in the executive, legislative, or judicial branch of state government that is composed of two or more members.
Texas Government Code Section 660.002(2)
Business Day
Travel Definition December 2024
Any weekday (Monday through Friday), except a weekday on which a national or state holiday occurs. See also workday.
Business Unit
Travel Definition December 2024
An element or segment of an agency representing one or more specific business functions.
Cancellation Charge
Travel Definition December 2024
A fee, charge, or payment that a provider of travel services requires because of the cancellation or change of a travel reservation or other travel plan. For example, a nonrefundable purchase of an airline ticket becomes a cancellation charge when the ticket becomes unusable because of changed travel plans.
Texas Government Code Section 660.002(3)
Client
Travel Definition December 2024
A person who is receiving services from DFPS or to whom DFPS intends to offer services.
Commercial Lodging Establishment
Travel Definition December 2024
This is defined as either of the following:
- A motel, hotel, inn, apartment, or similar entity that furnishes lodging to the public for pay.
- A person or establishment that provides lodging for pay that the comptroller determines to have a sufficient number of the characteristics of a commercial lodging establishment for the purposes of the Travel Regulations Act and Texas Government Code Section 660.002(5).
The term includes lodging provided by any of the following:
- A governmental entity on property controlled by that entity.
- A religious organization on property controlled by that organization.
- A private educational institution on property controlled by that institution.
Compensatory Per Diem
Travel Definition December 2024
A rate set per day to reimburse a committee or council member for meals, as defined by Texas Government Code Section 659.031.
Comptroller
Travel Definition December 2024
The Texas Comptroller of Public Accounts (CPA).
Contracted Vendor
Travel Definition December 2024
A vendor under contract with the State Travel Management Program (STMP) to perform specific activities.
Designated Headquarters (HQ)
Travel Definition December 2024
The area within the city limits of the incorporated area (city or town) in which a state-authorized traveler’s place of employment is located.
If an authorized traveler’s place of employment is located in an unincorporated area, then the area within a five-mile radius of the place of employment is the designated HQ.
If a city, town, or unincorporated area is completely surrounded by the city or town in which an authorized traveler’s place of employment is located, then the designated HQ includes the surrounded area.
Texas Government Code Section 660.002(7)
Disclaimer
Travel Definition December 2024
An electronic certification acknowledged by the traveler that certifies that the expenses claimed on the travel claim or settlement are true, correct, and not yet paid. It also authorizes the Travel Section to make any necessary corrections to unallowable charges.
Direct Billing
Travel Definition December 2024
A process in which a vendor submits invoices to DFPS for payment, rather than charging the traveler.
Disability
Travel Definition December 2024
A physical or mental impairment of a person that substantially limits one or more of his or her major life activities.
Texas Government Code Section 660.002(8)
Divisional Travel Policy
Travel Definition December 2024
A DFPS-approved internal travel policy implemented at and for a region, division, unit, or program area. The divisional travel policy could be more restrictive than the travel policy that applies to all of DFPS.
Duty Point
Travel Definition December 2024
The destination, other than the place of employment, to which a state employee travels to conduct official state business. If the destination is outside the employee’s designated HQ, then the duty point is either of the following:
- The incorporated municipality in which the destination is located.
- The area within a five-mile radius of the destination (if the destination is located in an unincorporated area).
Texas Government Code Section 660.002(9)
Electronic Signature
Travel Definition December 2024
An electronic identifier intended by the person using it to have the same force and effect as the use of a handwritten signature.
eTravel System
Travel Definition December 2024
An online travel application that records all business-related travel expenses and reimbursement. This system does the following:
- Automatically calculates mileage between locations or duty points.
- Allows the traveler to document duties performed.
- Allows the traveler to record the following:
- Lodging.
- Meals.
- Incidental expenses.
- Associated expenses for clients.
A user who plans travel in advance can launch and print interactive maps and driving directions from this application.
Executive-Level Management
Travel Definition December 2024
This refers to any DFPS employee listed on the Executives page of the DFPS public website and any executive shown in the organizational charts on the DFPS intranet.
Extraordinary Circumstance
Travel Definition December 2024
An event that threatens public health or safety or that causes or threatens to cause damage to public property.
Force Majeure
Travel Definition December 2024
A common clause in contracts that essentially frees both parties from liability or obligation when an extraordinary event or circumstance beyond the control of the parties, or an event described by the legal term “act of God”, prevents one or both parties from fulfilling obligations under the contract.
Texas Administrative Code Section Title 34, Part 1, Subchapter E, Rule §20.407(3)
Foreign Travel
Travel Definition December 2024
Travel to or within a country other than the United States of America.
Foster Child
Travel Definition December 2024
A person younger than age 18 in DFPS’s managing conservatorship or a young adult in DFPS’s Extended Foster Care program.
Incidental Expense
Travel Definition December 2024
A necessary and reasonable expense incurred by a state-authorized traveler while traveling on official state business. The term includes the following:
- Luggage fees for flights.
- Parking and toll charges.
- Fuel for rental cars.
- Applicable taxes and fees incurred on incidental charges.
This term does not include:
- Expenses for reimbursable meals, lodging, or transportation.
- Personal expenses that an authorized traveler would incur regardless of whether the authorized traveler was traveling on official state business.
- Tips and gratuities.
Texas Government Code Section 660.002(10)
Lodging Expense
Travel Definition December 2024
A charge imposed by a commercial lodging establishment as consideration for providing lodging. The term does not include money paid as a donation, gratuity, or tip to the establishment.
Texas Government Code Section 660.113(a)
May Not
Travel Definition December 2024
Imposes a prohibition and is synonymous with “shall not.”
Texas Government Code Section 311.016(5)
Meal Expense
Travel Definition December 2024
The cost of a meal plus any tax that is based on the meal’s cost. This includes service charges that cannot be refused (such as charges for delivery or restocking). The term does not include a tip, a gratuity, alcoholic beverages, or a non-mandatory service charge paid or imposed in conjunction with a meal.
Miscellaneous Claims
Travel Definition December 2024
A paper travel claim to reimburse a state-authorized traveler for travel expenses incurred during official state business. These claims relate to travel expenses that are older than the retention period of the current fiscal year plus two prior years.
FMX Fiscal Management-Texas Comptroller
National Travel Systems (NTS)
Travel Definition December 2024
NTS is a state-contracted travel agency for the State of Texas and is currently the travel agency used by DFPS.
Nonworking Hours
Travel Definition December 2024
All hours in a calendar day outside working hours.
Overpayment
Travel Definition December 2024
An authorized traveler’s receipt of a reimbursement that exceeds the limits established by law or the amount of travel expenses actually incurred.
Personal Emergency
Travel Definition December 2024
An unplanned event that is impossible to anticipate and that would reasonably prevent a traveler from completing business travel. Examples include emergency situations that involve calling 911 or illnesses of family members. A personal emergency does not include a matter that would be a personal choice.
Place of Employment
Travel Definition December 2024
The office or location at which a state-authorized traveler most frequently conducts official state business.
Texas Government Code Section 660.002(15)
Pre-Pay Receipt (also known as Pre-Paid Receipt)
Travel Definition December 2024
A gasoline receipt issued by the fuel vendor to the traveler before the completion of the pumping of fuel that does not detail the total price paid, number of gallons purchased, or price per gallon. This type of receipt is not reimbursable.
Prospective State Employee
Travel Definition December 2024
A person who is being considered by a state agency for employment with the agency. The term includes an employee of a state agency who is being considered for employment by another state agency.
Texas Government Code Section 660.002(16)
Public Transportation Company
Travel Definition December 2024
A company or individual that transports people or goods at a cost.
Texas Government Code Section 660.002(6)
Receipt
Travel Definition December 2024
Documentation submitted as proof that a state employee has incurred an allowable travel expense to conduct state business.
Rental Vehicle vs. Mileage Reimbursement Calculator
Travel Definition December 2024
An online tool provided by the comptroller to assist travelers in determining the most cost-efficient travel means by comparing the cost of renting a vehicle to the cost of reimbursing employees for business-related mileage. To use this tool, go to the Rental Vehicle vs. Mileage Reimbursement Calculator webpage.
Rented or Public Conveyance
Travel Definition December 2024
A rental car, taxi, rideshare vehicle (such as Uber or Lyft), bus, train, aircraft, boat, bicycle, or other form of transportation that a state employee rents or pays a fare to use for a period of less than one month for approved official state business.
Texas Government Code Section 660.002(18)
ROSA
Travel Definition December 2024
Regional operations support administrator.
State Agency
Travel Definition December 2024
A unit of state government that uses appropriated funds to pay for or reimburse a state employee’s travel expense.
Texas Government Code Section 660.002(19)
State Employee
Travel Definition December 2024
A person employed by a state agency, including a key official.
Texas Government Code Section 660.002(20)
State Travel Charge Card
Travel Definition December 2024
A charge card issued to an eligible state employee by the contracted charge card company for the purpose of paying travel-related expenses. This card is also referred to as the state corporate card.
STMP
Travel Definition December 2024
The State Travel Management Program (STMP) at the comptroller’s office helps state agencies manage travel expenses by providing discounted travel services through vendor contracts and by monitoring state travel activity. These measures ensure that state agencies use taxpayer dollars efficiently.
Supplemental Claim
Travel Definition December 2024
A paper travel claim that may be filed to claim an expense that was omitted or reduced from a previous electronic travel claim.
Telework
Travel Definition December 2024
A work arrangement in which an employee regularly performs officially assigned duties at his or her residence.
Tollway Fee
Travel Definition December 2024
Fee assessed when driving on a tollway — road, bridge, or tunnel.
Traveler
Travel Definition December 2024
The state employee who is approved to travel to conduct official state business.
Travel Advance Fund
Travel Definition December 2024
A petty cash account allowed by the comptroller. Texas Government Code Section 403.248 authorizes use of the Travel Advance Fund.
Travel Advance Settlement Claim
Travel Definition December 2024
Settlement of travel advance funds occurs within 14 calendar days after the final day of the trip through submission of the settlement claim in the eTravel system.
Travel Authorization (TA)
Travel Definition December 2024
The employee’s supervisor approves a TA in eTravel for the employee’s and client’s travel to be direct-billed or for personally paid public transportation to be reimbursed. The approved authorization is required to make reservations for public transportation (such as air, rental car, or bus) or to travel out-of-state.
Travel Claim
Travel Definition December 2024
A claim represents travel expenses submitted for reimbursement. This term is used in conjunction with eTravel and represents the electronic submission of travel expenses.
Travel Expenses
Travel Definition December 2024
Transportation, meals, lodging, or incidental expenses incurred while conducting official state business.
Texas Government Code Section 660.002(21)
Travel Section
Travel Definition December 2024
The administrative unit under the chief financial officer (CFO) that is responsible for the review, approval, and processing of employee-related travel requests and documents.
Travel Status
Travel Definition December 2024
The current status of a travel request for a Travel Authorization, Advance Request, Advance Settlement, or Travel Claim reimbursement found in the eTravel system.
Travel Voucher
Travel Definition December 2024
A paper form that the traveler submits for reimbursement of travel expenses incurred while conducting official state business. This form is used when the traveler does not have access to the eTravel system.
Workday
Travel Definition December 2024
A day on which a state-authorized traveler is regularly required to conduct official state business. See also business day.
Working Hours
Travel Definition December 2024
The hours during which an employee is scheduled to work. An employee is expected to report to work at the appointed time and work all scheduled hours. See HR Manual, Chapter 5, B. Work Time.