Texas Administrative Code › Title 34 - PUBLIC FINANCE › Part 1 - COMPTROLLER OF PUBLIC ACCOUNTS › Chapter 20 - STATEWIDE PROCUREMENT AND SUPPORT SERVICES › Subchapter E - SPECIAL CATEGORIES OF CONTRACTING › Division 2 - STATEWIDE PROCUREMENT DIVISION SERVICES - TRAVEL AND VEHICLES › Section 20.408 - Exceptions to the Use of Contract Travel Services and Higher Cost of Travel

Current through Reg. 49, No. 28; July 12, 2024
(a) Exceptions to
					 use of contract travel services. In accordance with these rules and applicable
					 statutes, state agencies may allow their employees to use travel services other
					 than contract travel services only if one or more of the exceptions in
					 subsections (b) through (i) of this section apply. Nothing in this section
					 affects or alters the authority of the comptroller regarding travel
					 reimbursement or audit of travel transactions.
(b) Lower overall cost of travel. The state
					 agency obtains lower priced travel services through the use of fourteen day or
					 other advanced reservations programs, promotional price reductions, or any
					 method that provides a lower overall cost of travel. When a state agency uses
					 any travel services obtained at a lower overall cost than the contract travel
					 services price, the exception must be documented by the agency. The agency
					 should document and follow a consistent cost comparison methodology.
(c) Unavailability of contract travel
					 services. The contract travel services are not available during the time or at
					 the location necessary for the business purpose; or the contract travel service
					 does not provide for the service required; or because the contractor is unable
					 to provide the contract services due to a force majeure event.
(d) Special needs. The traveler's health,
					 safety, physical condition, or disability requires accommodations, including
					 medical emergency or other necessary services, not available from contract
					 travel service contractors.
(e)
					 Custodians of persons. The traveler has custody of a person pursuant to statute
					 or court order and the traveler is required to provide a degree of security and
					 safety that is not available from contract travel service
					 contractors.
(f) In travel status.
					 The traveler is in the course of travel and changes in scheduling render the
					 use of contract travel services impractical or the appropriate travel services
					 are not available. The traveler shall make reasonable efforts to secure rates
					 equal to or lower than the contract travel service rates.
(g) Group program. The traveler is using a
					 group program wherein reservations were made through a required source to
					 obtain a particular rate or service.
(h) Emergency response. The traveler is
					 responding to a public health or safety emergency situation and the use of
					 contract travel services is not available or would result in an unacceptable
					 delay.
(i) 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 notice
					 to obtain contract travel services.
(j) Lodging reimbursement exceeding General
					 Services Administration rates. Except when a state employee may claim less than
					 the maximum meal reimbursement rate for a duty point and use the amount of the
					 reduction to increase the maximum lodging reimbursement rate for the duty
					 point, if a state agency reimburses lodging at a rate exceeding the maximum set
					 in the regulations issued by the United States General Services Administration
					 for a particular location, the agency must document its determination that
					 local conditions necessitate the higher rate for that location.