Accounting Services
Meals & Incidentals
For travel taken on or after January 1, 2024, reimbursement of daily meals and incidental expenses (M&IE) for travel will be a per diem allowance based on the published Federal Government per diem for the specific location as set forth in in Appendix E: M&IE Reimbursement Limits. Travelers are eligible for 75% of the total per diem rate on the first and last day of travel. Expenses above the per diem rate will not be paid and are the responsibility of the traveler. Receipts are NOT required.
A conference agenda or meeting itinerary is required to be submitted with all travel claims.
If the travel is approved, the full applicable per diem rates must be honored. If funding of the full per diem rate is not available for the department, then travel should not be approved. Partial per diem payments should not be made because there was only enough funding for some travel costs and not the meals and incidentals costs.
When meal expenses are paid directly by the University, are reimbursed as entertainment expenses, or are otherwise furnished to the traveler without charge (e.g. conferences, professional meetings, etc.), the maximum M&IE per diem rate authorized for travel must be adjusted.
If a meal is provided, the daily per diem amount must be reduced by the applicable meal amounts for the meal provided.
Situations that may require an adjustment include, but are not limited to, the following:
- Meals furnished as part of a conference or professional meeting;
- Meals are furnished as part of official University entertainment (see Hospitality Policy);
- Meal expenses are included in the event registration fee; or
- Group expenses are billed directly to the University.
For travel taken before January 1, 2024, reimbursement of daily meal and incidental expenses for travel within the continental United States will be based on actual amounts incurred, subject to the daily maximum reimbursement cap of $55.00. Expenditures above the cap are the responsibility of the traveler. Itemized receipts are required for reimbursement.
Alaska, Hawaii, U.S. Possessions
For travel to Alaska, Hawaii, and the U.S. possessions, travelers will receive a fixed amount per diem for meals and incidentals based on the federal per diem rate for the destination of travel established by the Department of Defense, Per Diem, Travel and Transportation Allowance Committee (PDTATAC). The Per Diem Lookup/Foreign & Non-Foreign OCONUS rates should be used. Receipts are not required for reimbursement.
International
Travelers to foreign destinations will receive a fixed amount per diem for lodging, meals, and incidentals based on the published Federal Government per diem rate for the specific location. Receipts are not required for reimbursement. Click here for Federal per diem rates for all locations.
Incidentals
For travel taken before January 1, 2024, Incidental expenses will be reimbursed up to $7.00 per day. Incidentals include actual costs of tips and fees for services such as baggage carriers, bellhops, porters, etc. Receipts are not required for reimbursement.
Trips Less than 24-Hours
When the entire length of a trip is less than 24 hours, M&IE shall not be reimbursed unless the traveler is away from home overnight as supported by a lodging receipt. If the traveler is unable to provide a lodging receipt, a statement must be included with the Travel Expense Claim explaining why a receipt is not available (e.g., the traveler lodged with a friend or relative, stayed overnight at the airport, or took alternative transportation that required the traveler to be away overnight). The overnight stay requirement does not apply to meal reimbursements authorized under the Hospitality Policy
For a trip of less than 24 hours that includes an overnight stay, reimbursement shall be authorized for 75% of the total per diem rate for M&IE. The maximum amount for a single day shall be authorized for the entire trip, even if the trip takes place over two consecutive workdays.