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Meals and Incidentals (In-State/Out-of-State Travel)

The following reimbursement rates are maximums, not allowances.  In the event of an audit, employees must be able to produce receipts substantiating the amount claimed.  The reimbursement rates listed below are for all Excluded and Represented employees.

  • Breakfast:   $7
  • Lunch:         $11
  • Dinner:        $23
  • Incidentals: $5

Represented employees- please review your current MOU or contact your department's travel unit for effective dates.

Trips of 24 Hours or More

For travel lasting 24 hours or more, employees may claim meals (as noted above), based on the following timeframes:

First day of travel

  • Trip begins at or before 6 am - Breakfast may be claimed
  • Trip begins at or before 11 am - Lunch may be claimed
  • Trip begins at or before 5 pm - Dinner may be claimed

Continuing after 24 hours

  • Trip ends at or after 8 am - Breakfast may be claimed
  • Trip ends at or after 2 pm - Lunch may be claimed
  • Trip ends at or after 7 pm - Dinner may be claimed

Trips of Less than 24 Hours

For travel lasting less than 24 hours, employees may claim breakfast and/or dinner (as noted above), based on the following timeframes:

Fractional day of travel

  • Trip begins at or before 6 am and ends at or after 9 am - Breakfast may be claimed
  • Trip begins at or before 4 pm and ends at or after 7 pm - Dinner may be claimed

Employees may not claim lunch or incidentals on one-day trips. When trips are less than 24 hours and there's no overnight stay, meals claimed are taxable.

Employees may not claim meals provided by the state, meals included in hotel expenses or conference fees, meals included in transportation costs such as airline tickets, or meals that are otherwise provided. Snacks and continental breakfasts such as rolls, juice, and coffee are not considered to be meals.

No meal expense may be claimed or reimbursed more than once in any given 24-hour period.

 

  Updated: 5/26/2016
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