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FOREIGN TRAVEL
A state agency may not pay or reimburse a state employee for travel expenses incurred while traveling to or from or staying at a duty point in a foreign country other than Canada and Mexico unless the President has provided advance written approval of the travel.
Foreign travel approval should be requested using the form “Foreign Travel Approval and Release of Liability and Assumption of Risk.” The form requires approval by the traveler’s supervisor or account manager, the respective vice president and the President. The form must be received by the Travel Office at least thirty (30) days prior to the scheduled date of departure. Therefore, the Request Form and Travel Application should be submitted to the Vice President for Finance and Support Services forty-five (45) days prior to departure.
- Athletic Department employees or employees of the university under provisions of gifts or bequests, contracts between institutions and the Federal Government, or other contracting agencies do not require approval by the President for foreign travel.
- Employees may request actual meals and lodging expenses, when traveling to foreign countries (including Canada, Mexico, or United States possessions).
- The official commercial lodging receipt must be attached and a daily itemization of meals and lodging expenses must be attached to the travel voucher.
- All foreign travel by state employees on state business, paid for from local, grant or personal funds, must be approved by the President in advance.
- Foreign travel must be for the benefit of the State of Texas and any personal benefit thereby occurred must be solely incidental to the official purpose of the travel. It is the obligation of the individual employee who is traveling and his/her supervisors and executive head to ensure that all foreign travel conforms to this requirement.
- It is the policy of the Texas State University System not to approve a request for travel to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the United States Department of State constituting a warning against or restriction on travel by United States citizens. Contact the State Department’s offices in Washington at (202) 647-5226, to determine if a country is subject to such a Travel Advisory.
- The President will not approve any foreign travel after the fact.
- The state employee must convert to United States dollars the travel expenses that the employee incurs in foreign currency and have the exchange rate on the Travel voucher.
- Any travel expenses incurred after the date of the President’s approval, other than the return airfare, may not be reimbursed.
- Travel expenses, which exceed the President’s approval, will not be reimbursed.
The completed travel voucher (including receipts), should be filed within ten days after completion of the trip. The traveler should also provide the foreign currency exchange rate on the voucher. See Travel web page for Foreign Exchange rates for the rate of exchange
Kiev 2009