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TAMU > Finance > FMO > Travel > Allowable Departmental Travel Card Uses

Allowable Departmental Travel Card Uses

Airfare
  • Business travel only.
To add Hotel and Car Rental MCC code groups below, the Assistant Dean or designee must approve it.

Hotel

  • No personal charges, including but not limited to:
    • Phone use charges
    • Entertainment (movies, games, etc)
    • Internet connection
    • Laundry service
    • Room or meal charges for additional person(s)
  • No Texas state hotel occupancy tax
  • If meals purchased are charged to the room it must be within the maximum rate allowed.
  • If alcohol is purchased and charged to your room it must be within the FAMIS account allowance. Alcohol must be coded 6341.
  • Detailed receipt to department coordinator after conclusion of trip. Receipt must be provided with the CBA statement for payment.
  • If the hotel will not separate the personal charges from business charges when checking out, then the traveler must pay with a personal card and cannot use the departmental travel card.
  • Detailed receipt to department bookkeeper after conclusion of trip.
Car Rental
  • No personal travel. If there will be any personal travel during the trip, do not use the Departmental Travel Card.
  • No frequent flier mile charges
  • No personal insurance
  • No State Sales Tax.
  • Detailed receipt to department bookkeeper after conclusion of trip.
Fuel for Rental Cars
  • Be sure it is fuel for rental car only, not to be used for personal vehicle (mileage reimbursement) nor TAMU owned cars (fleet card should be used in vehicle).
  • Verify fuel only was purchased.
  • If food or drink verify it was for employee only.
  • Any other type of item would be considered personal and need to be reimbursed to TAMU.
  • Detailed receipt to the department bookkeeper after conclusion of trip.
Restaurants
  • Detailed receipts are required to be submitted to the department bookkeeper after conclusion of the trip.
  • Alcohol - Only on accounts that allow for alcohol and must be reallocated appropriately.
  • Multiple Drinks or entrées - was it more than one person?
    • Could be a business meal, if so it will need to be reallocated properly with the business purpose and who attended documented.
    • If not a business meal then the non-employee charge will need to be reimbursed to TAMU.
Parking
  • Look for non business related parking (i.e. going to a museum or other event on personal time after business function).
  • Detailed receipts are required to be submitted to the department bookkeeper.
Incidentals
  • Be sure the incidental purchases are business related.
  • Detailed receipts are required to be submitted to the department bookkeeper.
All travel rules, guidelines, and receipt requirements still apply to Departmental Travel Card purchases