CMP 506: Per Diem (M&Incidental Expenses)

To describe university policy as it relates to lodging expenses while on NAU travel status.  For non-employee travel related expenses please see policy CMP 421.

University policy

Employee travel for in-state, out-of-state and foreign travel regardless of funding sources

General Conditions and Limitations:

• General Terms and Conditions: Definitions of normal shifts, workdays and travel days are applicable only in the context of interpreting State travel policy and are not to be applicable to the calculation of the number of hours worked or for the computation of compensation or benefit
•  Eligibility for Reimbursement: To be eligible for reimbursement, the individual must be in authorized travel status for a period of at least four (4) continuous hours (as discussed below, longer periods of travel status may be required).
• Travel Day: For purposes of State Travel Policy, a travel day is the employee’s workday extended by that time the employee is in travel status though not working.

  •  For purposes of calculating travel at NAU a typical workday will be 8 a.m. to 5 p.m. unless on summer hours when 7:30a.m. to 4:30 a.m. is the typical workday. 

• A traveler must be in overnight travel status to be eligible for a meal allowance. Overnight travel status is a condition in which an individual is conducting necessary university business that involves at least one night’s lodging, is outside a 50-mile radius (changed from 35-mile radius effective 1/1/08 per ADOA travel policy  Section II-d, page 22) from his or her residence and/or designated duty post.
• Meals and Incidental Expenses (M&IE) reimbursement will be determined by using the Meals/Lodging Index as defined by the Department of Administration. Eligibility is determined by being in travel status.
• Amount: The amounts allowed for meals are not intended to cover the entire cost of a meal taken while in travel status.  The amounts are calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and the cost of a meal prepared at home.
• A traveler will be reimbursed per diem based on the rates defined in the following table.  See State reimbursement rate index.

Meals and Incidental Rates:

• When the daily rate is:

                                     $34.00       $39.00      $44.00     $49.00    $54.00     $59.00       

  • Breakfast          $  7.00        $ 8.00      $  9.00     $10.00    $11.00     $12.00       

  • Lunch               $ 10.00       $11.00      $13.00     $14.00    $16.00     $17.00       

  • Dinner              $ 17.00       $20.00      $22.00     $25.00    $27.00     $30.00     

  Breakfast –Is reimbursable when travel commences on or before 6:00 AM and the University’s normal start time is extended by two hours.  The traveler must indicate the time and place travel begins and ends.

  Lunch – Is reimbursable if the traveler is in travel status for a period of 6 hours or more and travel commences on or before 11:00 AM and ends at or after 2:00PM.  The traveler must indicate the time and place travel begins and ends.

  Dinner – Is reimbursable when travel extends to 8:00 PM or beyond and the traveler extends his/her University’s normal quitting time by three hours or when the traveler leaves for overnight travel on or before 6:00PM.  Travelers leaving from their duty post for overnight travel may be reimbursed for dinner. 

Full Day Allowances:

• Except as may be otherwise provided, a travel day of fourteen (14) or more hours will be considered a full day and entitle the traveler to reimbursement for up to three (3) meals. Exceptions include circumstances under which the traveler is by some other means (such as meals served at a conference or on a plane) provided one or more meals during the course of a day.

• When an employee is entitled to reimbursement for consecutive meals on any one day the amount expended for any particular meal is left to the employee's discretion.

Provided Meals:

• The traveler is not entitled to a meal allowance for substantial meals provided free at a State institution, on an airplane, included in conference registration fees or provided on a complimentary basis by the facility at which one is lodged.  A substantial meal is one that contains a serving of protein in the form of meat, poultry, fish, seafood or eggs.  Meals satisfying special dietary needs are generally provided by airlines, conferences, hotels, etc. if requested by the traveler.  It is the traveler’s responsibility to make, on a timely basis, the necessary arrangements for such special meals.

• If the traveler’s request for a meal satisfying a special dietary need is denied, in order to claim a reimbursement for a meal expenditure, the traveler must provide a statement that details and certifies; to whom such request was made; by whom such request was denied; the reason given for the denial; and, the special dietary needs of the traveler that could not otherwise have been accommodated.  The appropriate official must approve these requests and a receipt needs to be provided showing the cost of the meal. (See Section: 10 Conferences).

• When the term “Brunch” is used and protein such as eggs, meat or cheese are served, then this is considered a meal.  Depending on the time the brunch is served will determine whether breakfast per diem is used or lunch per diem is used.  (EX: If brunch is served after 11:00AM generally this would be considered lunch.).

• A “continental breakfast” is not considered a meal unless eggs, meat or other forms of protein are served and considered substantial.

• A traveler who is required to buy a meal, in excess of the particular meal allowance at a conference or meeting may be reimbursed actual expenses provided a receipt and explanation are submitted. These situations require written documentation approved by the appropriate official.

• Requests for reimbursement of meals that are less than the full day allowance are to be done in accordance with the reimbursement schedule for meal allowance.

• Meals and Incidental Expenses (M&IE): The cost of meals and incidental costs, including gratuity, laundry, and tips etc. while in travel status will be reimbursed in accordance with the State and NAU Travel Policy.

• Meal Allowance – General: Regardless of any circumstance or condition, a traveler must not claim reimbursement for more than three (3) meals in any single calendar day or in any period of twenty-four (24) consecutive hours.  Reimbursement of meals and incidental expenses must not exceed those amounts allowed by the State Travel Policy.  Except as may be otherwise specifically herein provided, to be reimbursed, meals must be purchased and consumed more than fifty (50) miles from both the traveler’s home and duty post.  To be reimbursed for any meal, the traveler must A traveler must be in overnight travel status and show where and when the trip began and ended.

• Meals at Conferences, Seminars and Symposiums: Reimbursements for meals at conferences, seminars and symposiums in excess of published rates may be made, at the discretion of the Department of Administration, when:

• The charge for the meal is not included in the conference fees; and;

• The meal features a speaker, formal panel discussion or other activity integral to the purpose of the conference.

• This section must not be interpreted to encompass expenditures on recreational or social activities that may be offered in connection with, but are not integral to, the conference.

• In order to be reimbursed for such expenditures, the traveler must submit with his or her travel claim:

• Proof of his or her expenditure for the amount claimed; and

• A copy of the conference brochure or agenda showing the nature of the activity that was presented or conducted during the meal and the amount charged for such meal.