Meals during travel

Please note: Travel requires an overnight stay for reimbursement!

Payment and reimbursement

The University procurement card may not be used for the purchase of meals during travel. Travelers will need to pay with an alternative method and submit your meal receipts along with your Travel Voucher for reimbursement.

Meals for one day trips WILL NOT be reimbursed as the Treasury Department regulations classify meal reimbursements during day trips as taxable income. An exception of that rule involves situations where University business is conducted during a meal. This exception normally requires the presence of non-University personnel.

Per diem

Per diem for meal expenses, including tips, are:

	Breakfast	$8
	Lunch	$12
	Dinner	$25
	Daily maximum	$45

• For meals exceeding the per diem, actual and reasonable expenses will be reimbursed with Vice President's/Dean's approval.
• If claiming over the per diem amounts for meals, signed itemized receipts listing all meal and beverage items, with tip and tax shown, are required.
• Receipts showing only totals are not acceptable.
• Alcoholic beverages will not be reimbursed. If shown on the itemized receipt, those items should be removed and tax and tip should be recalculated before determining the amount to be reimbursed.
  

Conference or seminars meals

If the cost of meals arranged by a conference or special meeting exceeds the limitations above, actual expenses will be reimbursed. You must provide a listing of expenses on a program or paid receipt or letter of approval from the department head. Conferences meals included in the conference fee will not be reimbursed.

When attending a conference or seminar that does not require overnight travel, any costs associated with meals not included in the conference/seminar fees will not be reimbursed by the University. This includes both in and out-of-town conferences and seminars.

Hosting meals

The University recognizes hosting as an appropriate expense of University funds if hosting activities contribute to, or result from, legitimate University-related business. Each department is expected to use prudence in determining the appropriateness of the hosting function. Please read the the Hosting Meals section in the Travel Policy and Procedures for detailed instructions.