Meals FAQs
How do I request reimbursement for a group meal when I am already receiving a per diem reimbursement?
You can include the group meal on the expense report using the "Meals Self/Others" object code. You will need to deduct the meal from your per diem allowance based on the U.S. General Services Administration (GSA) rate for the applicable meal. For example, if you are requesting reimbursement for a group dinner, you will need to subtract the dinner amount of the per diem rate for that day. The per diem rates utilized should comply with the GSA website.
If meals are not provided by a local conference, can an individual be reimbursed for the cost of lunch to attend a local conference?
Yes, if the conference occurs during a regular meal time and appropriate budget is in place, an individual can be reimbursed for the cost of that meal.
What location should be selected for per diem?
The per diem rate of the university business destination should be used for all days of travel, including the first and last day.
Example: if you are traveling from Pittsburgh to Chicago for a meeting, you would use Chicago's per diem meal rate on the travel days.
How should per diem meals be calculated for the first and last days of travel?
The GSA website provides a chart showing the breakdown of the per diem rate.
Per diem calculations for the first and last day of travel should be calculated utilizing the method as defined on the GSA website, in which the traveler can request 75 percent of per diem for the first and last day of travel in their applicable destination city.
If the traveler does not utilize the 75 percent method for the first and last day of travel, the calculation must take into account departure and arrival times and must be prorated accordingly if the first and/or last business day of travel does not encompass at least 7.5 hours of travel and/or work time in the aggregate. This should be clearly documented in the business justification, and the traveler's arrival and departure times should be noted. Please note that an employee's regularly scheduled office hours do not count towards the per diem calculation. For example, if an employee is in the office for their usual day of work, then travels in the evening following work, they are not eligible to receive a full day of per diem meals.
Additionally, the university's meal and incidental expense per diem should be reduced to account for meals furnished at no cost to the employee. For example, if meal costs are provided in the cost of a conference, airfare, or hotel, those meals should be deducted from the daily per diem rate as defined on the GSA website.
It is recommended that travelers attach the GSA website information to their applicable expense report in regards to per diem for their trip.
How do I determine the breakfast, lunch, dinner, and incidental per diem amounts for my location?
The GSA website has a table that shows the breakdown of breakfast, lunch, and dinner components of the maximum daily per diem while on travel.
It is recommended that travelers attach the GSA website information to their applicable expense report in regards to per diem for their trip.
I am traveling to an international destination, where is the per diem information located?
The international per diem rates can be found on the U.S. Department of State. It is recommended that travelers attach the US. Department of State website information to their applicable expense report in regards to per diem for their trip.
Can travelers be reimbursed per diem meals for travel that does not require an overnight stay?
No, IRS regulations do not allow for payment of per diem meal expenses incurred by employees who are not traveling away from home (e.g., their travel does not require an overnight stay). However, the actual costs for meals can be reimbursed for one-day travel if the department approves.
Can a traveler charge per diem lodging and actual meals for one trip?
Yes, this is permissible.