State Travel Management Program:
voice: 956.364.4425
toll-free: 800.852.8784
Supervisor:
Mailing Address: TSTC Harlingen
1902 North Loop 499
Harlingen, TX 78550
Location: The State Travel Management Program is located in the Accounts Payable department in the Student Services Building
Office Hours: M - F: 8:00 AM - 12:00 PM
M - F: 1:00 PM - 5:00 PM
Valid Exceptions
| The State Travel Contracts must be used unless an approved exception condition exists. When a contractor is not used or the purchase or reimbursement for airline or rental car transportation exceeds the contract airfare or rental car rate, one of the exception conditions must exist and the exception must be typed on the travel voucher. Approved exception conditions are listed below. The abbreviated wording (in bold) and the number of the exception must be typed on the travel voucher.
1. Lower total cost to the State. Use of a non-contract travel vendor is less than the contract fare or rate which is offered to the general public, and/or when all trip expenses are evaluated, including ground transportation, insurance fees, parking fees, taxes, and travel time, the use results in a lower total overall cost to the State. If the contract travel vendor offers the same lower fare or rate, the contract travel vendor must be used, unless a valid exception exists.
2. Efficient use of services. (Unavailability of contract travel services) Use of a non-contract travel vendor is necessary because the contract travel vendor is sold out, is not able to provide services at the time or location necessary to accomplish the purpose of the trip, has a real or anticipated labor disruption, or is providing negotiated rates for group travel.
3. Health and safety issues. Use of a non-contract travel vendor may be allowed when a state traveler finds that the accommodations provided by the vendor may reasonably present a risk to the state traveler or person under the State's custody in the following circumstances:
A) Accommodations may lack a reasonable amount of security or safety; and/or may present a health risk based on the state traveler's individual needs;
B) Accommodations fail to provide an adequate amount of services required for a person with disabilities; or
C) Accommodations have limited availability of medical emergency facilities or equipment that may be required by a state traveler or person under the state's custody.
4. In travel stataus. The traveler is in the course of travel and changes in scheduling render the use of a contract hotel, rental car, or airfare impractical or the appropriate travel services are not available. The traveler shall make a reasonable effort to secure rates equal to or lower than the contract travel services rate.
5. Group program. The traveler is using a group progam wherein reservations were made through a required source to obtain a particular rate or service.
6. Emergency response. The traveler is responding to a public health or safety emergency situation.
7. Legally required attendance. The traveler is required by a court, administrative tribunal, or other entity to appear at a particular time and place without sufficient time to obtain contract hotel, rental car, or airfare.
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