Procedure

This policy has been reformatted for ease of reading and understanding.

A.    Procedure

Record expenses for lodging and meals on the Travel Authorization form (see 05.177) and on the Travel Reimbursement form (see 05.182). Indicate specific departure and arrival dates and times; and attach appropriate documentation to substantiate lodging expenditures as noted below.

1.    Lodging

a.    Lodging Reimbursement Criteria

• Lodging will not normally be paid when the traveler is in travel status less than 24 hours.
• Indicate specific dates of lodging on the Travel Authorization form and on the Travel Reimbursement form to document eligibility for lodging reimbursement.

b.    Reimbursement Amounts for Lodging

• Reimbursement for lodging shall be made for only the actual lodging expense incurred. Therefore, attach the original receipt from a commercial lodging establishment to the Travel Reimbursement form.
• Reimbursement shall not exceed the per diem lodging rates listed in Appendix A without prior approval as noted in Procedure statement 1.c. below.
• Reimbursement to employees sharing a room with a member of his or her family shall not exceed the single occupancy rate.
• Payment of sales tax, lodging tax, local tax, or service fee applied to the cost of lodging is allowed in addition to the lodging rate and is to be paid as a lodging expense.
• When express checkout is used the receipt must show credit card as method of payment.

c.    Excess Lodging

• The department head or chairperson may authorize lodging in excess of the per diem lodging rates in Appendix A if more economical accommodations are not available or practical.
• No excess lodging may be granted for internal department meetings, conferences, seminars, etc.; and such meetings must be held in university facilities when available.
• Request approval for excess lodging for state employees on the Travel Authorization.
• Request approval for excess lodging for non-state employees on the Travel Reimbursement form.

d.    Lodging in State-Owned Facility

• When an employee stays in a state-owned facility and the lodging charge is less than the per diem rate in Appendix A, the maximum amount reimbursed will be the actual amount charged.

2.     Meals

a.    Meal Reimbursement Criteria

• Reimbursement for meals is normally allowed only when overnight travel is involved and when the travel destination is located at least 35 miles from the employee's regularly assigned duty station or home, whichever is less.
• Indicate specific departure and arrival dates and times on the Travel Authorization form and on the Travel Reimbursement form to document eligibility for meal reimbursement.
• All tips for meals are included in the per diem rate allowed.
• The travel system calculates the meals based on departure and return times of travel and city/state/country of lodging.

(1)    Meal Reimbursement for Partial Days when Overnight Travel is involved

Employees may receive allowances (see Appendix A) for meals for partial days of travel when the partial day is the day of departure or the day of return. To be eligible, the following criteria must be met.

Breakfast	Depart prior to 6:00 a.m.
Lunch	Depart prior to 10:00 a.m. on day of departure, or Return after 2:00 p.m. on day of return
Dinner	Return after 8:00 p.m.

(2)    Meal Reimbursement When Overnight Travel is Not Involved

Lunches are not normally reimbursed if travel does not include an overnight stay. To be eligible for breakfast and evening meal allowances when overnight travel is not involved, the following criteria must be met:

Breakfast	Depart prior to 6:00 a.m., and Extend the normal workday by two hours.
Dinner	Return after 8:00 p.m., and Extend the normal workday by three hours
Both breakfast and evening meals	When overnight travel is not involved, the employee must have worked five hours longer than the normal workday.
Applies to all of the above	The travel must involve a travel destination located at least 35 miles from the employee's regularly assigned duty station.

b.    Reimbursement for Meals at Conferences, etc.

• When the cost of meals is furnished with registration fees, conference costs, or other related activities, employees may not duplicate a claim for reimbursement for these meals on the Travel Reimbursement form.

c.     Reimbursement for Meals on Commercial Airline

• Employees are permitted to claim meal reimbursement allowances on the Travel Reimbursement form for meals on a commercial airline, even though the meals are shown and offered as a part of the flight schedule.

d.    Reimbursement for Meals at Meetings

• A state employee may be reimbursed for meals, including lunches, when the employee's job requires his/her attendance at meetings in his/her official capacity and the meal is a pre-planned part for the entire meeting.
• Contact the Travel Coordinator in the Accounting Office for additional clarification on lunch reimbursement when overnight travel is not involved.

e.    Reimbursement Amounts for Meals

• Reimbursement for meals shall not exceed the in-state limits when traveling in-state or the out-of-state limits when traveling out-of-state. (See Appendix A.)
• Reimbursement rates listed in Appendix A include tips.
• An employee may request reimbursement for actual expense if it is less than the rate in Appendix A.
• Contact the Travel Coordinator in the Accounting Office to obtain reimbursement rates for foreign travel meals.