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UNIVERSITY FINANCIAL POLICY EMPLOYEE TRAVEL MEAL EXPENSES

UNIVERSITY FINANCIAL POLICY EMPLOYEE TRAVEL MEAL EXPENSES. CRAD Meeting October 20, 2005. SUMMARY OF NEW POLICY. Applies to employee individual travel meal expenses while in travel status (travel status requires an overnight stay)

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UNIVERSITY FINANCIAL POLICY EMPLOYEE TRAVEL MEAL EXPENSES

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  1. UNIVERSITY FINANCIAL POLICY EMPLOYEE TRAVEL MEAL EXPENSES CRAD Meeting October 20, 2005

  2. SUMMARY OF NEW POLICY • Applies to employee individual travel meal expenses while in travel status (travel status requires an overnight stay) • Change from claiming actuals to reimbursing employees a flat per diem rate for the appropriate location, per the GSA Website (e.g., $43.00 per day for Chicago) • No justification or documentation required for travel meals

  3. SUMMARY OF NEW POLICY • Meal receipts are not required • Entertainment and hospitality meal expenses are not covered by this policy change • Departments will not be allowed to establish a policy that differs from the U wide policy

  4. EXTENDED DAY TRAVEL • As defined by federal tax code, extended day travel is at least 12 hours in duration and does not require an overnight stay • Meal reimbursements for extended day travel will be provided only if all three of the following conditions apply

  5. Extended Day Travel3 Required Conditions • Travel is at least 12 hours in duration, over the supper meal time period, and not requiring an overnight stay. • Reimbursements will be made to employees on an occasional basis, which means that tracking the frequency of the reimbursements is not administratively practicable. • Reimbursements made are limited to the applicable per diem meal rate for dinner only. The value of lunch is never a reimbursable expense for employees on extended day travel.

  6. EXTENDED DAY TRAVEL • Some employees have unique circumstances (outstate location) that require frequent travel that does not qualify as extended day or overnight travel status. • If those circumstances exist and cause a financial hardship to the employee, managers are encouraged to provide additional, incremental compensation to those employees through payroll.

  7. OTHER CONSIDERATIONS • When meals are charged to sponsored funds, the Sponsor’s requirements must be followed if more restrictive. • This policy will not apply to graduate students. Departments may treat grad students in a manner that is consistent with the spirit of the policy. • Projected implementation November ‘05

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