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Lodging, Meals & Incidentals

Please note: Always be  sure you are using the latest Travel Workbook from the Travel Forms page when completing the Travel Reimbursement form.

Limits for lodging, meals & incidentals can be found on the Rate Guide. Please note: International travel is defined as travel outside the contiguous 48 states; thus, international travel includes Alaska, Hawaii, (and Canada, Mexico, Puerto Rico, etc.).

Overnight Travel Lodging and Meals

Note: "Travel meals" are meals for which a traveler may be reimbursed for no other reason than that the meals were taken while traveling overnight on University business. Travel meals should not be confused with business meals, which have different rules for reimbursement.

The University PCard cannot be used for an individual's travel meals.

Day trips are trips taken on University business that do not involve an overnight stay. Consequently, day trip meals are never reimbursable from ANY fund source!

Please note:

  • If a specific city is listed in the table, that rate also applies to other cities within 15 minutes travel time from the listed city unless otherwise noted.
  • Some city rates include specified outlying counties or suburbs.
  • Some county rates may not include a major city within that county.
  • If a specific locality is not included in the Rate Guide, the ‘All Other United States' rate on the Domestic guide and the 'Other' rate on the International guide apply.

Meal Expenditure Limits

  • Per Diem limits are meal amounts that vary from place to place.
  • Travelers do not need to obtain receipts for meals when claiming per diem limits.
  • When travelers request reimbursement for meals using the per diem limits, the rates on the Rate Guide  page cannot be exceeded regardless of the fund source.
  • This restriction on travel meals does not apply to business meals taken while traveling.
  • Travelers using State or Sponsored Program funds MUST claim per diem meal expenses.  In addition, departments may determine for themselves whether to reimburse the full per diem amounts listed on the Rate Guide page or only the traveler's actual expenses (as documented with itemized original receipts) within the overall per diem limit. 
  • Travelers using Local funds can claim the per diem amounts without obtaining receipts OR claim actual meal cost (with receipts) up to the limits shown on the Local Funds Limits page.

Meals Provided

  • Persons traveling on official University business may NOT claim reimbursement for meal expenses not actually incurred, as when no-cost meals are included in a conference package, meals before or after the trip, meals provided by others, or meals claimed as business meals by the traveler.
  • The appropriate per diem expense limits, as described on the Rate Guide page, should be used to calculate how much to deduct from the standard per diem reimbursement rates. The number and type (breakfast, lunch, dinner) of no-cost meals must be recorded on and submitted with the Travel Workbook.
  • Meal tipping and taxes are included in the expense limit for the meal, on all funds.

Incidentals

  • Incidental expenses are already included in the per diem amounts and are not reimbursable as a separate item.
  • Incidentals include: porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, waiters, taxi & limousine tips, personal telephone calls, laundry, and transportation between lodging or business and places where meals may be taken.

 

 

Lodging Limits

  • Travelers must follow the limits in the Rate Guide.
  • When multiple individuals share a hotel room, the maximum reimbursement allowable is the lodging rate for one individual plus the cost of the extra individual(s). 
  • On all funds, taxes and surcharges may be reimbursed in addition to the lodging limits -- lodging limits exclude taxes and surcharges.
  • When these limits are exceeded, regardless of the travel purpose or fund source, a written justification must be included with the Travel Workbook.
  • The Traveler’s Supervisor can approve lodging rates up to 100% over the limits with written justification.
  • Lodging costing more than 100% over the limits can only be reimbursed on local funds with approval by the Traveler’s Supervisor’s Supervisor.
  • When using lodging other than hotels/motels (e.g., apartments, private homes, etc.), include a cost comparison showing the amount saved by using alternative lodging and  attach to the appropriate Travel Reimbursement Form.
  • Communicate travel plan changes to the hotel as soon as possible when a confirmed reservation is being held.  Since hotels can charge for non-canceled reservations, these charges will not be reimbursed if the traveler is negligent in canceling reservations.

Conference Lodging Limits

  • It is in the best interest of the institution to have employees traveling to a conference stay at the conference hotel in order to gain the most from the program.
  • Staying at the conference site hotel saves cost on travel to and from the site. 
  • Travelers can claim up to $500.00/night regardless of the fund source, with Supervisor approval and written justification.
  • Lodging costing more than $500/night can only be reimbursed with approval by the Traveler’s Supervisor’s Supervisor.

Receipts

  • Lodging -- Hotel bills must be itemized and reflect all charges. Note: When hotel bills have been pre-paid (e.g., when purchased over the internet), you must still provide an itemized statement from the hotel of actual charges at the time of departure.
  • Meals -- Itemized receipts are not required for meals within the specified per diem limits. On local funds, when claiming actual meal amounts, receipts are not required for single meals under $25, but the cost of each meal must be provided. Receipts greater than $25 are maintained in the department.
  • Miscellaneous -- Receipts are not required for expenses less than $25 per purchase.

Miscellaneous Expenses

  • Miscellaneous reimbursable travel expenses include cab fares, fax, telephone, WIFI costs, copy charges, energy surcharges and other business related expenses.
  • All miscellaneous reimbursable travel expenses must be explained on the Travel Workbook.