Travel and Mileage Reimbursement - 2015

Word Version

June 8, 2015

TO THE ADMINISTRATOR ADDRESSED:

SUBJECT:   Travel 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 travel policies.
  • 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

The Texas Comptroller of Public Accounts has published the travel and mileage reimbursement rates to be effective January 1, 2015, through August 31, 2015, as listed below:

  • 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.

The mileage, 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:

  1. Select the “Finances & Economy” tab at the top of the home page.
  2. Scroll down to the “Fiscal Management” section, and select “State of Texas Travel Information.”
  3. In the “Resources” section, select the “Textravel” logo.
  4. Select either the Meals and Lodging or the Transportation tab.
  5. 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.

Sincerely,

 

Cory Green, Chief Grants Administrator
Division of Grants Administration