June 8, 2015
TO THE ADMINISTRATOR ADDRESSED:
and Mileage Reimbursement
This letter summarizes the effect of new federal regulations
on the reimbursement of travel costs. Current reimbursement rates are included
for ease of reference.
New Federal Regulations
On December 26,
2014, new regulations from the Office of Management and Budget (OMB), codified
as Title 2 of the Code of Federal Regulations
(2 CFR) Part 200, were
incorporated into general federal regulation. The new regulations govern
all federal grants awarded by the US Department of Education (USDE) to the
state or to an LEA on or after that date. These revised regulations are known as the new Education Department General
Administrative Regulations (EDGAR).
Under the new
EDGAR, any travel costs paid with federal grant funds must comply with the
following requirements in 2 CFR §200.474:
- All federal grant recipients establish written
- All travel charges to federal grants must be
consistent with those normally allowed for travel that is not federally funded.
- When developing your written travel policies, you
must consider your state and local policies for travel and follow the
requirement that is most restrictive. For example, the new EDGAR allows for
reimbursing meal costs on a per diem allowance basis rather than an actual cost
basis. However, Texas travel policy only allows for reimbursement of the actual
cost of meals, not per diem allowances. Since the state policy is more
restrictive than the requirements in EDGAR, you are required to follow state
policy. Note that reimbursing actual costs expended up to the maximum per diem
rate remains allowable.
Refer to The New EDGAR page of the TEA website for details on
the new regulations, including their purpose, a list of the OMB circulars they
replace, and links to related TEA grantee guidance.
Current Reimbursement Rates
Comptroller of Public Accounts has published the travel and mileage
reimbursement rates to be effective January 1, 2015, through August 31, 2015, as
- The automobile mileage reimbursement rate is 57.5 cents per mile.
- The lodging reimbursement rate is up to $85 a night for in-state
travel to areas not listed on the federal per diem rate map.
- The lodging reimbursement rate is up to $83 a night for
out-of-state travel to areas not listed on the federal per diem rate map.
- The meal reimbursement rate for overnight travel is up to $46 per
day for travel to areas not listed on the federal per diem rate map.
- The meal reimbursement rate for non-overnight travel is up to $36.
lodging, and meal reimbursement rates published by the comptroller apply to all
grants funded by the Texas Education Agency for individuals on travel status.
For more detailed
information regarding allowable travel expenses, consult the Texas
State Comptroller’s website.
Follow these steps to locate information on the comptroller’s site regarding
per diem rates for lodging and meals for specific cities or counties:
the “Finances & Economy” tab at the top of the home page.
down to the “Fiscal Management” section, and select “State of Texas Travel
the “Resources” section, select the “Textravel” logo.
either the Meals and Lodging or the Transportation tab.
- In the “Rates” section in the right
column, select “Current Rates.”
See the attached
guidelines for more travel information. If you have any further questions,
please submit a request to the TEA Help Desk.
Cory Green, Chief
Division of Grants Administration