Chapter 19 Funds Travel Reimbursement Information

VR Chapter 19 Funds

Travel costs, including lodging and meals, may be paid from Chapter 19 Funds in accordance with Texas Administrative Code, Title I, §81.23. Travel expenses incurred by the voter registrar and full-time permanent voter registration staffers to attend voter registration and/or election administration seminars and demonstrations that directly advance voter registration efforts are reimbursable. All travel (includes any travel advancement) requests must be submitted through the online VR Chapter 19 Expense system for each traveler. Please note the final accounting for any travel advancements must be submitted online after the completion of travel.

VR Chapter 19 Funds Travel Advance Guidelines

Travel advances must be received for each traveler and will be approved, on a case-by-case basis.
Travel advance funding will not be made for meals, hotel taxes or miscellaneous expenses.
All travel advancement requests must complete an “actual” travel request after the completion of travel.

Basic Guidelines

The county will be held to the state lodging, mileage, and per diem rates or the county rates, whichever is less.
Mileage: Calculate the number of miles traveled by using your vehicle odometer reading or the approved MapQuest mapping website times the current rate per mile.
All reimbursements are limited to the actual cost of meals. Important: County will need to keep travel receipts.
Claims may not include: alcoholic beverages, tips, room service, or expenses for any person other than the traveler.
Claims may only be made for travel outside of the traveler's headquartering city.

State Rates

In-State Meals and Lodging	Refer to the GSA’s federal Domestic Maximum Per Diem Rates. If the city is not listed, but the county is listed; use the rate of the county. For areas not listed (city or county), the rates are: Lodging In-State: up to $110 Meals In-State: up to $68
Out-of-State Meals and Lodging	Refer to the GSA’s federal Domestic Maximum Per Diem Rates. For areas not listed, use the rate for the nearest city or county.
Automobile Mileage	Applicable Mileage Rates

In-State Meals and Lodging

Refer to the GSA’s federal Domestic Maximum Per Diem Rates.

If the city is not listed, but the county is listed; use the rate of the county.

For areas not listed (city or county), the rates are:

Lodging In-State: up to $110
Meals In-State: up to $68

Out-of-State Meals and Lodging

Refer to the GSA’s federal Domestic Maximum Per Diem Rates.

For areas not listed, use the rate for the nearest city or county.

Automobile Mileage

Applicable Mileage Rates

Information/documentation to be retained for audit (Keep Your Receipts)

Departure City
Arrival City
Date of Departure
Date of Return
Meals (per diem)
Mileage
Air Fare
Auto Rental
Auto Rental Gasoline
Lodging - check-out document reflecting zero balance due
Registration Fee
Parking fees incurred for personal vehicle or car rental
Taxi fares - date, destination, and amount