State Contracted Vendors

http://www.window.state.tx.us/procurement/prog/stmp/stmp-rental-car-contract/

If you cannot use one of the contracted vendors, state your reason on the travel voucher. Allowable exceptions include:

• Contractor not available
• Contractor sold out
• Lower total cost using Non-contract Vendor

Direct Bill Procedures

Direct billing is a product offered by the University to help reduce the cost of out of pocket expenses for the traveler. When direct billing of an expense is approved the bill comes directly to Travel Services.

Direct Bill Products

Travel Services has several direct bill products. They are:

• Airfare- Travel Services CBA credit card
• Car Rental - direct billing thru Enterprise and Avis for any location
• Hotel-Local Hotel direct billing for incoming travelers
  

Process

• The department makes the travel arrangements with the State contracted travel agency, state contracted car rental or direct bill hotel contact.
• An email will be sent confirming the arrangements. Please forward these confirmations to Travel Services.
• At this point the department must provide the following information by email:

1) The name of the traveler
2) Forward the traveler’s itinerary
3) Approved TV number and/or the original paper RTA/Purchase Order or
4) DEFINE Account number to be used for the expenses

• Upon receiving the email confirmations Travel Services will verify the supporting documentation, approve the direct bill and notify the department of the approval.
• The invoices are sent by the vendor to Travel Services for payment.
  

Supporting Documentation Requirements

Faculty, Staff, Students

An approved VE5/RTA must be in place prior to approval for direct billing.

Prospective Employees and Students

Prospective employees and students are eligible to participate. No RTA’s or agreements are required.

Speakers, Participants and Travelers with Services Agreements or Purchase Orders

The department may have these arrangements direct billed however Travel Services must have a copy of the University authorized agreement prior to approving direct billing of any reservations.

Please note- all direct bills must be approved by Travel Services. The primary contact for direct bill approval is Lupita Reynaga however, in her absence, anyone in Travel Services will be happy to assist the department.