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Reimbursement Information

Reimbursements for personal expenses and tips are not allowed. If you have any questions contact us at (512) 482-8986, or toll free at (888) 785-8986. Forms may be submitted by mail, fax or email. Download a reimbursement form here.

Mail to:
Texas Center for the Judiciary
ATTN: Accounting
1210 San Antonio, Ste 800
Austin, TX 78701
Fax: (512) 469-7664

Direct Deposit
Sign up for direct deposit by stapling a voided check onto your reimbursement form or download a form and mail or fax it to the address above.

Valet parking will not be reimbursed unless you require special assistance. Airport parking receipts are required for reimbursement.

You may be reimbursed for economy airfare or 53.5 cents per mile for travel by personal automobile. Airfare receipts must include the name of the traveler and airline, the ticket number, class of transportation, fare basis code, travel dates, and dollar amount. Itineraries/ confirmations that show cost but not payment will not be reimbursed. Rental cars must be approved in advance to be eligible for reimbursement. Rental cars without prior approval will be denied.

Mileage Calculation
You must include a detailed map with your reimbursement form.

  • Include your home or court address and the destination.
  • Make sure the map shows the total one-way mileage.
  • Maps that show mileage increments without a total are not acceptable per grant guidelines.
  • In determining mileage you may choose the most cost-effective, reasonably safe, shortest route, the quickest drive time or the safest road conditions between destination points.

Meals are reimbursed according to a set per diem - $13 breakfast, $15 lunch and $26 dinner. Not to exceed $44.25 on travel days.

  • You may only claim meals that are not provided as part of the conference. For example, if breakfast is served at the conference, you may not claim a reimbursement for it. 
  • Provided meals are for participants only, guests must arrange for their own meals. 
  • You may claim meals for times you are traveling. 
  • Day of Departure. Breakfast may be claimed if you depart before 8:00 am; Lunch - if you depart before 1:00 pm; Dinner - if you depart before 6:00 pm. 
  • Day of Return. Breakfast may be claimed if you arrive home after 9:00 am; Lunch - if you arrive home after 2:00 pm.; Dinner - if you arrive home after 7:00 pm.
  • Be sure to indicate your arrival and departure times on your reimbursement form. If you are delayed in your travels due to airline delays or traffic, please indicate this on your form. Forms without arrival and departure times will be reviewed according to the printed flight schedule or travel time indicated on the map.

You should provide a detailed invoice from the hotel that includes your name (not a spouse or roommate), the room charges per night, and a zero balance that shows payment. The single occupancy rate of $135 plus applicable taxes for your hotel room will be reimbursed for arrival on Monday, November 13, 2017 and departure on Wednesday November 15, 2017. Attendees will be reimbursed for hotel expenses on Sunday, November 12 if travel time from their court to the hotel exceeds 4 hours or if they are a CPC judge attending the Monday morning meeting. Additional room nights, guests, and incidentals are not reimbursable. Please remember District and Appellate Judges are exempt from hotel occupancy tax.

Please do not send your reimbursement form more than once. Receiving multiple forms by mail, fax and email cause confusion and can greatly delay your reimbursement. If you are unsure if we received your reimbursement form please call us at (512) 482-8986 before sending another copy.

All reimbursement claims must be submitted within 60 days of the event. The deadline for submitting reimbursement forms for this program is January 14, 2018. Please allow 30 days (from the date we receive your form) for processing. Failure to complete this form properly may result in delayed reimbursement.

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