Requesting Approval

Reimbursement for out-of-state travel expenses requires prior TxDOT TRF approval of the trip. To request approval for out-of-state travel, a subgrantee must:
  1. Ensure that the grant contains necessary provisions and that there are sufficient funds to cover the cost of the trip.
  2. Submit an Out-of-State Travel Request (through eGrants) for approval to the Traffic Safety Project Manager. The Out-of-State Travel Request is located under “Supplemental Approvals” and can be found under “Examine Related Items.”
  3. Select “Create New” under “Supplemental.” Select “I Agree” when prompted “Are you sure you want to create a Supplemental Report?”
  4. Click on “View, Edit and Complete Forms” and choose “Out-of-State Travel.”
  5. Complete and save the form.
  6. Complete the checklist request process by changing the status of the form (found under “Change the Status”) to “SR Submitted.” Once the status of the request has been changed to “SR Submitted,” the request will be electronically forwarded to the appropriate project manager for review.
  7. The request must include the:
    • Purpose of the trip.
    • Trip dates.
    • Location.
    • Registration fee (if applicable).
    • Persons involved and the relationship of the individuals to the particular trip.
    • Estimated cost (travel, per diem, registration fee, etc.).
    • Benefit to the grant.
Travel to attend in-state meetings or training does not require written authorization from TRF if the travel is included in the grant budget;
however, the Project Manager must be notified by e-mail or correspondence prior to the trip
. Following completion of the meeting or training attended, either out-of-state or in-state, each attendee will provide a summary of the meeting or training and submit this information in the next Performance Report.
The “Report of Meeting Attended,” located under “General Tool Box” (on the
eGrants Help Page
), is an excellent tool to assist in documenting meetings or training and can be submitted to the Project Manager for the file of record by attaching the report to the corresponding Performance Report or Request for Reimbursement (RFR). The Project Manager can request the mandatory use of this form at any time for any project(s).