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TEA Correspondence

A Microsoft Word version of this letter is available for download and PRINTING.

December 31, 2008

TO THE ADMINISTRATOR ADDRESSED:

SUBJECT:   Changes to Mileage Reimbursement Rates Effective January 1, 2009, Applicable to State and Federal Grants from the Texas Education Agency

The Texas Comptroller of Public Accounts has changed the mileage reimbursement rates effective January 1, 2009.  The following mileage, lodging, and meal reimbursement rates apply to all grants funded by the Texas Education Agency (TEA) for individuals on travel status.

Mileage

Effective January 1, 2009, the automobile mileage reimbursement rate (in-state and out-of-state) for personal automobiles has decreased from 58.5 cents per mile to 55 cents per mile or local policy, whichever is less.

Mileage reimbursement rates (in-state and out-of-state) for September 1, 2007, through December 31, 2008, remain as follows:

  1. September 1, 2007, through December 31, 2007: 48.5 cents per mile, or local policy, whichever is less
  2. January 1, 2008, through June 30, 2008: 50.5 cents per mile, or local policy, whichever is less
  3. July 1, 2008, through December 31, 2008: 58.5 cents per mile, or local policy, whichever is less

In-State Travel

Lodging and meal reimbursement rates for in-state travel remain as follows for September 1, 2005, through present:

  1. actual costs for lodging, not to exceed $85 per day (not including tax), or local policy, whichever is less
  2. actual costs for meals not to exceed $36 per day, or local policy, whichever is less

School districts are usually exempt from Texas state sales tax on lodging but are not exempt from any city taxes or other taxes imposed for lodging.  Employees may be reimbursed for applicable taxes. 
An employee may not be reimbursed for meal expenses if the employee is outside the employee's designated headquarters for fewer than six consecutive hours on the day the expenses are incurred.

Out-of-State Travel

Lodging and meal reimbursement rates for out-of-state travel remain as follows:

  1. lowest available airfare
  2. actual cost of lodging and meals not to exceed maximum allowable federal government rates for the locale, or local policy, whichever is less

To access Out-of-State Meal and Lodging Rates on the Texas State Comptroller’s website, go to https://fmx.cpa.state.tx.us/fm/travel/travelrates.php .  Then

  1. Select “Current Rates” under the “Rate” heading
  2. Select “Out-of-State Meal and Lodging Rates” under the “Resources” heading
  3. Select “Domestic Maximum Per Diem Rates”, and
  4. Select the state to which you will be traveling and locate the city

Travel Allowances

Travel allowances for in-state and out-of-state travel, in which the traveler receives a flat per diem for lodging and/or meals, regardless of the actual amount expended, are not allowable in Texas. Grantees must adhere to the guidelines stated above in lieu of a travel allowance.

If you have any questions about these travel reimbursement rates that apply to all TEA grants, please contact the Division of Discretionary Grants at DiscretionaryGrants@tea.state.tx.us .

Sincerely,

Earin M. Martin, Ed.D.
Chief Grants Administrator

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