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Subsistence

A. Overnight Travel

Rate of allowance: The rate is $103.20 for a twenty-four-hour period when traveling in state and $117.70 for a twenty-four-hour period when traveling out of state.

·         Lodging: Maximum allowances are $65.90 when traveling in state and $77.90 when traveling out of state. Daily hotel allowances are to be reported as incurred on the date on which the night's lodging begins. Travelers are required to obtain an itemized receipt indicating the address of the commercial lodging establishment. When the subsistence (lodging) is less than the established rate, the maximum amount reimbursable will be the actual paid amount charged. Lodging expenses are not reimbursable in an employee's hometown or city.  In cases where two university travelers are sharing a room, both travelers are required to obtain separate billing statements for their travel expense. 

·         Excess Lodging: Excess lodging authorization for in-state, out-of-state, and out-of-country travel must be obtained in advance from the department head.  Excess lodging is allowed when the employee is in a high cost area and unable to secure lodging within the current allowance, or when the employee submits in writing an opinion that his/her personal safety or security is unattainable with the current allowance.  Excess lodging authorization is not allowed for reason of convenience or personal preference for the employee.  The employee may exceed the part of the ceiling allocated for lodging without approval from department head provided that the total lodging and food reimbursement does not exceed the maximum daily subsistence.

·         Meals: Reimbursement for meals shall not exceed $37.30 for three meals when traveling in state and shall not exceed $39.80 for three meals when traveling out of state. The following is a table of rates for reimbursement:

 

IN-STATE

OUT-OF-STATE

BREAKFAST

$ 8.20

$  8.20

LUNCH

$ 10.70

$ 10.70

DINNER

$18.40

$20.90

HOTEL

$65.90

$77.90

TOTAL

$103.20

$117.70

Employees receive allowances for meals and lodging for full days of travel and for partial days (less than a twenty-four-hour period) when the partial day is the day of departure or the day of return and involves an overnight stay. To be eligible for specified meals on partial travel days, the employee must:

1.      Breakfast

o        Depart duty station prior to 6:00 a.m.

2.      Lunch

o        Depart duty station prior to 12:00 p.m. (Day of departure)

o        Return to duty station after 2:00 p.m. (Day of return)

3.      Dinner

o        Depart from duty station prior to 5:00 p.m.

o        Return to duty station after 8:00 p.m.

B. Daily Travel

If an employee is not involved in overnight travel, there will normally be no reimbursement for breakfast, lunch, or dinner meals. If, however, unusual circumstances require an employee to leave his or her duty station before 6:00 a.m. and/or return after 8:00 p.m., the cost for morning and/or evening meals incurred may be reimbursed if justifiable.

 Lunch is never allowed on a one-day trip, except when it is preplanned as part of the meeting. State employees may not be reimbursed for lunch unless they are involved in overnight travel or the lunch is included as part of a registration.

 To be eligible for allowances for the breakfast and evening meals, employees must comply with the following criteria:

1.      Breakfast: Depart duty station prior to 6:00 a.m. and extend the normal workday by two hours.

2.      Dinner (evening): Return to duty station after 8:00 p.m. and extend the normal workday by three hours.

3.      To be eligible for both meal allowances, the employee must have worked five (5) hours longer than the normal workday.

4.      The travel must involve a travel destination located at least thirty-five miles from the employee's regularly assigned duty station (vicinity).

No subsistence expense is reimbursable if it is incurred within thirty-five miles of the employee's duty station unless specifically authorized in advance by the department head. This thirty-five-mile limitation is defined as a thirty-five-mile radius from the city limits or boundaries of a town, village, or home, whichever is less.

 When an employee stays or has meals in a state-operated facility, and the subsistence (meals and/or lodging) charge is less than the established rate, the maximum amount reimbursable will be the amount charged. The no-lunch provision is applicable here, also.

 Each meal reimbursement rate must be listed on the reimbursement request. Each employee is responsible for his or her own request for reimbursement.