State Bar of Texas Travel Reimbursement Form

Why a Travel Reimbursement Form Is Needed

The State Bar of Texas (SBOT) frequently sends staff, committee members, and volunteers to conferences, CLE programs, and other official events. To ensure that expenses are reimbursed accurately and in compliance with SBOT policies, a standardized Travel Reimbursement Form must be completed and submitted.

Submitting the form promptly helps:

• Maintain transparent financial records.
• Accelerate the payment process (typically within 10 business days).
• Provide a clear audit trail for internal and external reviewers.

Who Can Use the Form

The form is intended for:

• SBOT employees (fulltime, parttime, or temporary).
• Members of SBOT committees, task forces, and boards who travel at the Bars request.
• Volunteers and externs who incur reimbursable expenses on official business.

Personal travel that is not directly related to SBOT business is not eligible for reimbursement.

Key Policies You Must Follow

1. Preapproval: Travel must be approved by the appropriate supervisor before any booking is made.
2. Maximum rates: Use the perdiem rates published annually by the Texas State Travel Office. For lodging, choose a moderately priced hotel unless the event provides a specific rate.
3. Original receipts: Submit scanned copies or photos of all original receipts. Creditcard statements alone are not acceptable.
4. Timeliness: Submit the completed form and all supporting documentation within 30 days of returning from travel.
5. Nonreimbursable items: Personal meals, alcoholic beverages, entertainment, and fines are not covered.

Form Layout Overview

The Travel Reimbursement Form is a PDF that can be downloaded from the SBOT intranet. Below is a brief description of each section.

StepbyStep Instructions

Step 1 Get PreApproval

Send an email to your supervisor with the event details, estimated costs, and a brief justification. Once approved, keep the email thread for attachment to the reimbursement package.

Step 2 Book Travel

Use the SBOTapproved travel vendor portal. Choose the most economical airfare and the moderately priced hotel tier.

Step 3 Collect Receipts

During the trip, keep every receipt in a small envelope or use a smartphone app to photograph each one. Highlight the total amount on each receipt.

Step 4 Complete the Form

1. Open the PDF in Adobe Acrobat Reader.
2. Fill in each section; the form will autocalculate totals.
3. Attach scanned receipts (single PDF) and the approval email.

Step 5 Obtain Supervisors SignOff

Print the completed form, have both you and your supervisor sign, then scan the entire packet.

Step 6 Submit

Email the PDF to travel@texasbar.com with the subject line Travel Reimbursement [Your Name] [Event].

Step 7 FollowUp

If you do not receive a confirmation within five business days, contact the Finance Office at (512) 5550123.

Common Mistakes & How to Avoid Them

• Missing receipts: The reimbursement will be reduced dollarfordollar for any undocumented expense.
• Exceeding perdiem rates: Anything above the allowed amount must be paid outofpocket.
• Late submission: Submissions after 30 days are flagged and may be rejected.
• Incorrect mileage: Doublecheck start and end odometer readings; rounding errors cause delays.

Useful Resources

• Download the Travel Reimbursement Form (PDF)
• State Bar of Texas Travel Policy
• Texas State Travel PerDiem Rates
• Finance Office Contact: (512) 5550123 or finance@texasbar.com