Center for International Business Studies

IMPORTANT NOTICE:  Due to new federal guidelines regarding travel reimbursement from federal grant funds, effective immediately, all applications for CIBS funding for foreign travel (including travel to Mexico & Canada) MUST be received in the CIBS office 60 days prior to travel for approval.

Foreign Travel Approval: Approval for travel funds must be acquired prior to travel. There are two types of Foreign Travel Approvals: 1) TAMU/Mays Business School approval and 2) Federal USDE approval. NOTE: Failure to receive federal foreign travel approval PRIOR to travel will result in non-reimbursement of vour expenses.

• TAMU/Mays Business School Approval is required for ALL foreign travel (except to Canada & Mexico). You must apply for this approval from the Dean's Office using the online form found on the Mays Business School Intranet website at http://maysnet.tamu.edu/ (see FORMS section).
• Federal Approval: The USDE must approve all foreign travel that will be reimbursed using Federal funds (CIBER or grant funding). You must contact Claudia Orum in CIBS as soon as you receive your CIBS commitment, but no later than 45 days prior to your travel by email so that she may request travel approval. This approval is required for travel to Mexico and Canada as well.

Submit Expenses Within 30 days of Travel:  The completed CIBS Travel Reimbursement Form, along with the receipts, should be turned in to CIBS for reimbursement within 30 days of your trip's completion.  If travel is shared with another department, please submit ALL receipts to CIBS for reimbursement.  CIBS will work with your department to prepare both departments travel vouchers.

1. Original receipts must be submitted for lodging, airfare, registration and rental cars.
2. Use the State of Texas Hotel Exemption Certificate when traveling within Texas.
3. Use of American carriers (or code shared tickets issued by U.S. carriers) on foreign trips is required for airfare reimbursement. See Claudia Orum in our office for details.
4. Receipts are not required for meals or taxi fares, however, the traveler is requested to maintain a log to keep up with these expenses on a daily basis to simplify the completion of the travel reimbursement form at the end of the trip.
5. ON THE LOG for meals, list the date and actual amount spent for meals. For taxi fares, list the date, the amount, and where to and from. Taxi fare receipts are encouraged.
6. Personal mileage will be reimbursed at the rate approved by the CIBS Executive Director up to the Federal Mileage Rate.
7. Reimbursement rates for meals and lodging for domestic and foreign travel will follow federal guidelines. See the Travel Resources section of this website and visit the links for the state department's domestic or foreign per diem rates for specific travel destinations.
8. Travelers are required to use state contract vendors for lodging, airfare, and car rental if use of these vendors results in lower total travel costs. Travelers must provide a justifiable reason for not using a contract vendor if the contract vendor costs less than an alternative vendor.
9. All trips to Washington D.C. must be documented prior to the trip. Contact Claudia Orum with trip purpose and contacts.