Business Name Search in the State of Texas - Excel by eru16792

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									HELPFUL INFORMATION


1. Residence mileage - Mileage to and from an employee's residence and a duty point must include a statement which includes
"mileage equal to or less than headquarters", or "after hours travel." Mileage before working hours are only reimbursable when you
are required to arrive at an airport before your normal working hours for a business flight, in this case you need to notate your
normal working hours and the time your flight was scheduled for. Supporting documentation for residence mileage must include the
employees normal working hours and specify the time an employee leaves the residence or duty point and/or the time that the
employee arrives at their residence. (See sec Mileage Duty Point in TexTravel search function.)

2. Original receipts - All Vouchers require original receipts for Centrally Billed or Individual billed Airline, Rental Vehicle,
Hotel, and any incidental expenses. Receipts are not required for actual meals that are claimed not to exceed the set
amount. Hotel receipts must show the name and address of the establishment, the name of the employee, the single
room rate, and a daily itemization of the lodging charges. (If your lodging receipt does not show a zero balance, you
must call the hotel and have them send you a copy showing the zero balance.)

3. Duties performed - Specific job duties must be stated in the record of transportation for each day.

4. Abbreviations - Abbreviations and acronyms must be footnoted on all travel forms.

5. Coordination of travel - "Four-per-car-rule" Coordination of travel must occur when two, three or four state
employees employed by the same state agency travel on the same dates with the same Itinerary to conduct the same
official state business. When coordination of travel is required a state agency may reimburse only one of the state
employees riding in the personally owned or rented motor vehicle. Mileage incurred however by a state employee to
meet at a location or pick-up other state employees to coordinate travel to duty point may be reimbursed. (Four per car
rule in TexTravel)

6. Non-contracted vendo - If claiming expenses with a non-contracted vendor the employee must include an exception
statement on their travel voucher as well as attach a copy of the exception sheet to your travel voucher.

7. Washington DC - When traveling to Washington DC to conduct official state business, you must fill out the form on
Office of State-Federal Relations before traveling to DC send copy of completed form to Accounting. NOTE: For Texas
fiscal years 2009/10, only state travelers who intend to confer on legislative or appropriations issues with U.S.
Congress/the federal government, staff or officials, should submit travel information to OSFR.

8. Rental vehicle - When calling to rent a vehicle please Indentify yourself as a state employee and give them the name
of our Agency
Our account numbers are: Enterprise - TX537 - Pin DHS, Avis - F999537



Helpful web addresses:

Comptroller's TexTravel Guide - for State of Texas Travel Policies (replaced old Travel Allowance Guide)
https://fmx.cpa.state.tx.us/fmx/travel/textravel/index.php

Comtroller Out-of-State meals and lodging rates
https://fmx.cpa.state.tx.us/fm/travel/out_of_state/index.php

Texas Procurement and Support Services - to find a list of contracted vendors.
http://www.window.state.tx.us/procurement/prog/stmp/

Office of State-Federal Relations - Travel to DC form
OSFR Travel to DC Form




                                                                                                      DSHS Updated 01/2009
This is a brief overview of the features for this on-line travel document.
Click on "tabs" at the bottom of this file to move from sheet to sheet (Instructions , helpful info,
trvl form, continuation, meal-lodging, record of trans, etc)
PLEASE NOTE: Hit the "Tab" key on your keyboard to advance to the next available field.
An error message "The cell or chart you are trying to change is protected and therefore read only." will appear when
you try to make entries in reserved fields
TO PRINT THE COMPLETE VOUCHER YOU WILL NEED TO CLICK ON THE TABS AND PRINT EACH SHEET
THAT YOU NEED TO PRINT.
 Required Fields                           Description
Doc Date                                   Enter as mm/dd/yy; result will be mm/dd/yy (ex: 09/01/09 = 09/01/09) or
                                           enter as September 1, 2009 = to 09/01/09
Document amount                            Document amount will populate from the totals in the distribution items
TX Identification Number
                                           Is the number 2 followed by your social security number and TINS/USAS
                                           mail code, if you do not know this # leave the last 4 digits blank.
Dept Number/Speed chart Number             This is a required field
Fares, Public transportation               Will add Taxi, Air Fare and Rental Car amounts
Personal car mileage                       Enter total miles from your record of transportation sheets- the mileage will
                                           be calculated at the bottom of each sheet, you will need to add them
                                           together and transfer them to your first page. When claiming more mileage
                                           than what is listed on the Comptrollers Mileage Guide
                                           (http://ecpa.cpa.state.tx.us/mileage/Mileage.jsp), you must list a point to
                                           point address on your voucher
Miles                                      Will multiply miles entered by .50 (beginning January 2010). You must
                                           total your mileage from your record of transportation sheets and enter them
                                           in the mileage field.
Meals and Lodging- in State                Will generate amounts from Meals & Lodging sheet
Parking                                    Must enter amount in the "Amount" column, in order for it to be added into
                                           your total doc amount
Incidental expenses (in-state)             Must enter amount in the "Amount" column
                                            MUST BE ENTERED ON SEPARATE LINES
                                          7105 - All local hotel tax and other incidental taxes.
                                          7135 - State hotel tax excluding city limits in Galveston.
                                          and South Padre Island / 7138 for Port Aransas as of 7/1/09
Meals and Lodging-out of State            Will generate amounts from Meals & Lodging sheet
Incidental expenses (out-of-state)        Must enter amount in the "Amount" column
                                          7115 - All local hotel tax and other incidental taxes.
The record of transportation sheet
must be filled out for every travel  This should include your travel dates, place where you are departing from,
voucher.                             your destination and the purpose of your travel, if travel was coordinated
                                     with other employees, list their names. This page should also include
                                     information regarding airfare or car rentals that were charged to the Agency
Required Signatures (all original)   Claimant is the employee
                                     Claimaint's supervisor
                                     Contact/Preparer name this is the person that Accounting will notify if there
                                     are any errors or questions on the travel voucher.
                                      Audited/Entered by (this will be for the person in Accounting that will audit
                                     and enter the Voucher in HHSAS)
                                     Unit Managers or their designees
Text or comments                     Abbreviations - Abbreviations and acronyms must be footnoted on all travel
                                     forms.A Multiple Traveler Justification is required on all travel voucher and
                                     for each travel occurrence. This can be typed into the record of
                                     transportation section or it can be a separate attachment.
Your totals from your meals and lodging expenses will be carried over to the distribution section and also to
section 15.
                                                                                            DSHS Updated 01/2009
Please make sure all entries are complete and accurate and all signatures are original signatures, before
submitting.




                                                                                       DSHS Updated 01/2009
   DO NOT STAPLE OR WRITE
        IN THIS SPACE                                               STATE OF TEXAS TRAVEL VOUCHER FORM                                                   page                        of
       BARCODE LABEL HERE                                                          Revised December 2009
1. Archive reference number        2. Agency #            3. Agency Name                                                                                              4. Current document number

                                           537                         DEPARTMENT OF STATE HEALTH SERVICES
5. Effective dt (Agency use)   6. Doc Date (First date of travel)                  7. Doc Agency       8. FY          9. Document Amount

                                                                                        537                            $                                       -
10. Pay to:
                                                                                                                      11. Title

                                                                                                                      12. Designated Headquarters & Department Name


13. Texas identification number                                                         14. Board Members, I am an "appointed officer" and certify that all documentation required to be filed with the Texas
                                                                                        Ethics Commission has been filed.


Telephone Number (A/C)                                                                                 Normal Working hours



Agency Use: Dept ID                                       Project Grant                                                                Program
15. SFX             APPN                    TC                      FUND                  PCA                     COBJ                       FY                                AMOUNT
   001                                     225                                                                    7101                                     $                                                    -
              Dept Number/ Speedchart Number

15. SFX             APPN                    TC                      FUND                  PCA                     COBJ                       FY                                AMOUNT
   002                                     225                                                                    7102                                     $                                                    -

15. SFX             APPN                    TC                      FUND                  PCA                     COBJ                       FY                                AMOUNT
   003                                     225                                                                    7106                                     $                                                    -
16. Service date (Last date of travel)                              17. Description of Travel (Purpose)


18. DISTRIBUTION                                                                                                                                                                AMOUNT
                                                 Expense itemization for in-state travel:
  7101        Fares, Public transportation, Taxi                                   Air Fare                           Rental car                           $                                                    -
  7102        Personal car mileage                                  Miles@(Rate set by State 1/1/10)                       0.50                            $                                                    -
  7106        Meals and/or lodging                                                                                                                         $                                                    -
  7110        Board members - meals/lodging                                                                                                                $                                                    -
  7105        Incidental expenses (itemize)               Parking
                                                          Gasoline                                       City Tax
                                                          Processing Fee                                 County Tax
                                                          Other                                          Business Calls                                    $                                                    -
 7135 State tax
 7136/7137 State hotel tax inside Galveston/South Padre Island City limits
7138 State hotel tax - Port Aransas (after 7/1/09)
                                              Expense itemization for out-of-state travel:
  7111 Fares, Public transportation                       Taxi                     Air Fare                           Rental car                           $                                                    -
  7112 Personal car mileage                                         Miles@(Rate set by State 1/1/10)                       0.50                            $                                                    -
  7116 Meals and / or lodging                                                                                                                              $                                                    -
  7130 Board members-meals/lodging                                                                                                                         $                                                    -
  7115 Parking
               Incidental expenses (Itemize)



                                                                                                                 TOTAL $                                         -
19. I certify that the expenses shown above are true, correct and unpaid. All claims for mileage reimbursements are based on the shortest distance between points or
the most cost effective route.
20. Claimant sign here                                     Date                     Claimant supervisor sign here                         Date


21. Contact name/Preparer Name                                                     Phone (Area code and number)                        22. Audited / Entered in HHSAS by


 23. Unit Managers or                                                                                    Title                                                                Date
    their designees
                                                                                                   Page 4                    5bbec066-505d-4cc7-9c2f-6493a9297f73.xls
TRAVEL VOUCHER FORM CONTINUATION                          page          of



 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  004                225                           7110                                 0.00

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  005                225                           7105                                 0.00

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  006                225                           7135                                 0.00

  007                225                   7136 / 7137           $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  008                225                           7111          $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  009                225                           7112          $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  010                225                           7116          $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  011                225                           7130          $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  012                225                           7115          $                      -

 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  013                225


 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  014                225


 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  015                225


 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  016                225


 15. SFX   APPN       TC      FUND   PCA       COBJ        FY            AMOUNT
  017                225




                                                                 DSHS Updated 01/2009
                                                                                                                                 Page         of

IN-STATE MEALS AND LODGING                                                                                        ACTUAL EXPENSE (Use when expenses
                                                                                                                       exceed allowable amounts)
   a. Leave Headquarters          b. Arrive Headquarters           c. Meals                                        f. Meals      g. Lodging        h.Total
                                                                                   d. Lodging
                                                                  Amounts per                      e. TOTAL
                                                                                 Amounts per day
                                                                      day
   Date        Hour        Min.   Date        Hour         Min.

                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                    I. TOTAL MEALS & LODGING              0.00              0.00         0.00   j. TOTAL ACTUAL EXPENSE                  $0.00




OUT-OF-STATE MEALS AND LODGING                                                                                    ACTUAL EXPENSE (Use when expenses
                                                                                                                       exceed allowable amounts)
   k. Leave Headquarters          l. Arrive Headquarters          m. Meals not n. Lodging not to                p. Meals         q. Lodging        r. Total
                                                                   to exceed        exceed         o. TOTAL
                                                                  Maximum Rate Maximum Rate
   Date        Hour        Min.   Date        Hour         Min.

                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                                                                                         0.00                                                 0.00
                                   s. TOTAL MEALS & LODGING               0.00              0.00         0.00      t.TOTAL ACTUAL EXPENSE                $0.00




                                                                                                                           DSHS Updated 01/2009
                                                                                                  Page                  of

                          BOARD MEMBERS IN-STATE MEALS AND LODGING (7110)

   Leave Headquarters                Arrive Headquarters          Meals Amounts per     Lodging Amounts
                                                                                                             TOTAL
                                                                         day                 per day
Date         Hour       Min.      Date         Hour        Min.

                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                         TOTAL MEALS & LODGING                  0.00                0.00 $       -




                        BOARD MEMBERS OUT-OF-STATE MEALS AND LODGING (7130)

   Leave Headquarters                Arrive Headquarters                                  Lodging not to
                                                                  Meals not to exceed
                                                                                        exceed Maximum       TOTAL
                                                                    Maximum Rate
                                                                                              Rate
Date         Hour       Min.      Date         Hour        Min.
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                                                                                                 0.00
                                         TOTAL MEALS & LODGING                  0.00                0.00 $       -




                                                                                                           DSHS Updated 01/2009
                                                                  page                              of
    u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY POINT)
  DATE       FROM           TO                 DUTIES PERFORMED               MILEAGE




                                                                TOTAL
                                                                                                           0

                                                                                    DSHS Updated 01/2009
                                                                     page                              of
    u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY POINT)
 DATE        FROM            TO                  DUTIES PERFORMED              MILEAGE




                                                                   TOTAL
                                                                                                            0

                                                                                    DSHS Updated 01/2009
                                                                       page                          of
    u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY POINT)
 DATE         FROM               TO               DUTIES PERFORMED            MILEAGE




                                                                     TOTAL
                                                                                                           0

                                                                                    DSHS Updated 01/2009
                                                                   page                                of
    u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY POINT)
  DATE          FROM             TO            DUTIES PERFORMED            MILEAGE




                                                                 TOTAL
                                                                                                            0

                                                                                    DSHS Updated 01/2009
                                                                   page                        of
 u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY
  DATE         FROM            TO              DUTIES PERFORMED          MILEAGE




                                                                 TOTAL
                                                                                                        0

                                                                                 DSHS Updated 01/2009
Justification

Justification for the travel is required whenever more than one person travels to the same location, for the same
business itinerary, on the same dates. In order to satisfy this requirement, all employees, whether or not they are
aware of other employees travel, must include one of the statements listed below with every travel voucher for
each different travel occurrence.

1. I traveled to perform specific job duties, which required my personal attention.

2. I was required to travel to be a presenter and/or speaker at an event.

3. Multiple employees attended the same event in order to attend different presentations, which were conducted
simultaneously

4. Multiple staff was required to move equipment, setting up displays and/or assist with registration.

5. Multiple staff was required to facilitate the operation of a public health clinic, demonstration, or event.

6. Multiple staff was required to perform various tasks

7. Multiple staff was required to conduct an investigation and/or audit.

8. I was required to travel with staff members in order to train, evaluate and/or oversee their job performance.

9. Multiple staff was required to provide instruction, give examinations, and provide occupational certification
and/ or licensing.

10. I was required to attend an event to earn continuing education credits directly relating to my employment.

11. Multiple staff from different programs participated in a meeting and/or training to acquire information to
enable them to implement new procedures, and/or train other personnel.

12. Multiple employees traveled to staff meeting or training to discuss and present work-related issues, to learn
new procedures and/or to receive information about new initiatives that directly relate to their employment.

13. Multiple employees were required to travel to perform duties to fulfill grant or contract commitments.

14. Multiple employees were required to conduct interviews or other recruitment activities of prospective
employees.

15. Other Justifications:____________________________________________




                                                                                                  DSHS Updated 01/2009
                                  DEPARTMENT OF STATE HEALTH SERVICES
                                    TRAVEL VOUCHER DISCLAIMER




I, ___________________________________________, authorize DSHS Claims Unit to make
   (Traveler's Name)
changes to my travel voucher for immaterial corrections. When the corrections total less than
$10.00, please use this disclaimer as my authorization and approval to correct this travel
voucher.


__________________________.
(Dates of Travel)



_____________________________________________                  ___________________________
(Claimant's Original Signature)                                (Date)




Comptroller Travel Allowance Guide requires that changes to travel vouchers to be authorized
by the individual who signed the original travel form (TAG 8.02 pg 134).



Comptroller also allows for waiver of voucher requirements only if:
          1) requirements are not based on Statute or appropriation Provision, and
          2) the waiver is provided on a voucher by voucher basis, and
          3) the Comptroller determines the waiver would not unreasonably increase the risk
          that an improper payment will be made.


By submitting this form with your travel voucher, you are allowing the Claims Unit to make
immaterial corrections to your travel voucher without notifying you of the correction.




                                                                             DSHS Updated 01/2009
Sample Wording for Claiming Point-to-Point Mileage                                      page                           of
          u. INFORMATION REQUIRED BY THE STATE OF TEXAS TRAVEL ALLOWANCE GUIDE AND OTHER PERTINENT INFORMATION
  RECORD OF TRANSPORTATION AND DUTIES PERFORMED (RECORD FOR EACH DATE AND EACH DUTY POINT)
   DATE          FROM                TO                DUTIES PERFORMED               MILEAGE
MM/DD/YEAR DSHS HQ          Business Name    Conduct Training and Routine Inspection.
                 8407 Wall St.             123 Address               SAMPLE : Full address available.
                 Austin, Texas             City, State                                                                  18


MM/DD/YEAR Business Name                   Business Name            Conduct Training and Routine Inspection.
                 123 Address               123 Address              DUE TO ROAD CONSTRUCTION: TOOK
                 City, State               City, State              ALTERNATIVE ROUTE, COST SAVINGS OF                  23
                                                                    TIME TO STATE.


MM/DD/YEAR Business Name                   Business Name            Conduct Training and Routine Inspection.
                 123 Address               123 Address              DUE TO TRAFFIC CONGESTION: TOOK
                 City, State               City, State              ALTERNATIVE ROUTE, COST SAVINGS OF                  25
                                                                    TIME TO STATE.


MM/DD/YEAR Some Farm                       Some Dairy               Conduct Training and Routine Inspection.
                 789 FM 1431               24079 State Hwy.9        SAMPLE: Farm to Market Road/Rural
                 City, State                     City, State        Areas with address available.                      29.9


MM/DD/YEAR Some Farm                       Some Dairy               Conduct Training and Routine Inspection.
                 County Road 2905 - 4.5 End of County Road          SAMPLE: Farm to Market Road/Rural
                 miles West of Alto, Texas 1113 - 9 miles East of   Areas without address or city available.           19.3
                                           Rusk, Texas


                 All mileage claimed
                 using odometer while
                 driving in personally
                 owned motor vehicle.




                                                                                      TOTAL
Travel Office 10/18/06                                                                                                         115.2

                                                                                                        DSHS Updated 01/2009

								
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