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Meals

The amount that you are eligible to be reimbursed for meals varies according to the length of your travel, destination and what bargaining unit you are in. Please refer to the section below for details.

Overnight Travel

The standard rate for all locations not listed as high-cost areas is given on the Travel Manual Rates Page. This standard rate is for each 24 Hour period of your travel. Overnight rates for high-cost areas are listed on the high-cost rates page.

The subsistence reimbursement rates are not flat amounts and can only be claimed for actual amounts spent. Note: tips on meals should be about 15% of the total bill and alcoholic beverages are strictly prohibited from reimbursement. The President and university Vice Presidents are not subject to the maximum rate given above and are eligible for reimbursement for actual subsistence expenses associated with official travel. Receipts must be provided.

For overnight travel not part of a full 24-hour period, the maximum per diem is as follows:

  • Faculty, Management, Professional Employees - Hours in Excess of 24

0 minutes to less than 3 hours

0% of Daily Rate

3 hours to less than 6 hours

25% of Daily Rate

6 hours to less than 15 hours

62.5% of Daily Rate

15 hours to less than 24 hours

100% of Daily Rate

 

  • Non-Instructional Staff, Nurses, and Police - Hours in Excess of 24

0 minutes to less than 3 hours

0% of Daily Rate

3 hours to less than 9 hours

25% of Daily Rate

9 hours to less than 15 hours

50% of Daily Rate

15 hours to less than 21 hours

75% of Daily Rate

21 hours to less than 24 hours

100% of Daily Rate

Please note: the above amounts must be reduced for meals provided to the employee at no cost, included in a registration fee, facility rental or the cost of lodging. The amounts must be reduced by the following rates:

Breakfast - 21%
Lunch - 21%
Dinner - 58%

Non-Overnight Travel

Non-overnight rates for reimbursement differ according to bargaining units. Please see below for details. The subsistence reimbursement rates are not flat amounts and can only be claimed for actual amounts spent. Note: tips on meals should be about 15% of the total bill and alcoholic beverages are strictly prohibited from reimbursement. The President and university Vice Presidents are not subject to the maximum rate given above and are eligible for reimbursement for actual subsistence expenses associated with official travel. (receipts must be provided)

  1. AFSCME, Police and Nurses Only
    An employee in a non-overnight travel assignment that takes the employee 50 miles or more from both residence and headquarters who works more than two hours past scheduled quitting time with or without prior notice will be reimbursed for the cost of a meal up to the daily rate listed on the rates page.
  2. Faculty, Coaches, SCUPA and Managers Only
    An employee in a non-overnight travel assignment that takes the employee 50 miles or more from both residence and headquarters who starts work prior to 6:00 a.m. or works past 4:30 (4:00 p.m. during the summer) will be reimbursed for the cost of a meal up to the daily rate listed on the rates page.
  3. AFSCME, Police and Nurses Only
    An employee in a non-overnight travel assignment that is less than 50 miles from residence and headquarters who works more than two hours past scheduled quitting time and was not given notice at least two hours prior to the commencement of the regular shift will be reimbursed for a meal up to the daily rate listed on the rates page.
  4. AFSCME, Police and Nurses Only
    An allowance of 25% of the daily rate is granted for half or more of each six-hour period spent in a required non-overnight travel assignment on a day not part of an employee's regular work schedule, that is, a holiday or scheduled day off. The six-hour period need not have been immediately preceded by and in connection with a 24-hour travel period. Such allowances cannot exceed the full-day rate. Reimbursement is calculated as follows:

0 minutes to less than 3 hours

0% of Daily Rate

3 hours to less than 9 hours

25% of Daily Rate

9 hours to less than 15 hours

62.5% of Daily Rate

15 hours to less than 21 hours

75% of Daily Rate

21 hours to less than 24 hours

100% of Daily Rate

  1. Faculty, Student Teacher Supervisors
    A student teacher supervisor who is regularly required to travel 15 miles or more from the university and whose work assignment requires that he/she remain away from the university during his/her normal lunch period shall be reimbursed for actual lunch expenses not to exceed $2.35.
  2. AFSCME, Nurses and Police Work Assignment During Normal Lunch Period
    Employees who are required by the employer to travel at least 15 miles from their normal worksite and whose work assignment requires that they remain away from said normal worksite during their normal lunch period shall be reimbursed for actual lunch expenses not to exceed $3.50.
  3. Nurses Only
    Employees who attend out service training where lunch is not provided as part of the registration fee will be reimbursed for actual lunch expenses not to exceed $10.00 including sales tax. Receipts are required.
  4. Professional Staff (SCUPA) Only
    Reimbursement for actual dinner expenses in non-overnight travel assignments shall be paid at 58% of the allowable subsistence rate for the city in question. A qualified non-overnight travel assignment shall require the following:
    1. A minimum of two hours work beyond the professional employee's scheduled workday, excluding a meal period AND
    2. The assignment would not permit the professional employee to return to their home prior to 7:00 p.m. AND
    3. The assignment must be outside a 10-mile radius from his or her residenc. Receipts are required for reimbursement.
  5. Meetings Held During A Meal Period
    Employees in non-overnight travel status may be reimbursed for the cost of a meal as part of a meeting as long as the following conditions are met:
    1. The meeting must be planned in advance and approved by the employee's immediate supervisor.
    2. The meal must be an integral part of the meeting and be served at the same establishment that hosts the meeting.
    3. The purpose of the meeting must be to discuss business and the nature of the business must be stated on the travel expense form along with a listing of the attendees at the meeting. Receipts are required if the meal expense is $35.00 or more.