Meals will be reimbursed for actual reasonable costs, not to exceed the Federal Reimbursement Rate for that location. Receipts are required for reimbursement.
Meals Allowance – If receipts are not available, the reimbursement will be based on the minimum federal per diem rate outlined below:
|Per Diem Rates||Overnight Trips||Extended Work Day|
|Breakfast||$ 8.00||$ 6.00|
|Lunch||$ 8.00||No reimbursement|
|Total Allowance||$ 36.00||$22.00|
Meals allowance includes (tips and sales tax)
Reimbursement in excess of these allowable rates: original receipts are required accompanied by a written explanation and subject to the prior approval of the appropriate supervisor, but cannot exceed the Federal Reimbursement Guidelines for that location (http://www.gsa.gov/portal/category/21287).
Meals provided as part of cost of attendance: Meals included as part of the registration fee or in the cost of lodging will not be reimbursed even if the employee chooses not to accept the included meal. Said meal or meals cannot be claimed under the per meal subsistence allowance (see Conferences and Events).
Meal allowance for extended workday: When an employee is assigned hours of work beyond the normal work day and performs at least three such additional hours of work that are otherwise not compensated for on either a cash or compensatory time basis, then the employee may be provided meal allowance based on the supervisor’s approval. Such reimbursements must be requested via a check request form.
For all official business travel, reimbursement for lodging will be for actual reasonable costs, not to exceed the Federal Reimbursement Guidelines for that location (http://www.gsa.gov/portal/category/21287).
Lodging accommodations should be restricted to standard/first class hotels/motels. Reimbursement for lodging may be only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment. Original receipts for lodging and registration must be attached to the reimbursement request.
The employee is responsible for any personal charges except as authorized in these regulations (i.e. one personal telephone call per day).
Incidental expenses such as hotel tips will be reimbursed at the flat rate of $3.00 per day. Any other miscellaneous expenses will require a receipt for reimbursement.
Telephone charges incurred while traveling will be reimbursed when such costs relate directly to College’s business. For overnight travel personal calls in excess of one call to an individual’s home per day will not be reimbursed unless a written explanation is provided and approved by the appropriate supervisor.