Meal Reimbursements (Within the Continental United States)

1.I cannot find the amount allowed for breakfast, lunch and dinner?

• Meals amounts are no longer defined.
• For travel in the continental U.S., travelers are expected to claim their actual meal costs and will be reimbursed up to a maximum of $55.00 for the day.
• Tips associated with the meal should be included in the meal cost.
• An itemized receipt is required for any expense of $25.00 or more.
• When the combined total of the meals exceeds $55, Concur will prompt the user to make the adjustment before the Report (claim) is submitted.
• See question 2 below for trips of less than 24 hours.

2.I heard that all meals are no longer allowed on one day trips (trips less than 24 hours) - is this true?

• When the entire length of a trip is less than 24 hours, meals and incidental expenses shall not be reimbursed unless the travel includes an "overnight stay" as supported by a lodging receipt. (Only one max cap of $55 for the period of less than 24 hours, even though the trip occurred over two consecutive days.)
• If an exception to the overnight stay requirement is allowed by the approving authority, the amount of the meal(s) reimbursed becomes reportable and taxable.
• Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours.
• Please see Section V of the travel policy for more information.

3.Because the traveler is entitled to $55 per day, we can just plug in a set of amounts that equal that total, correct? Something like $15 for breakfast, $20 for lunch, and $20 for dinner?

• The traveler is required to claim their actual costs for each meal.
• Any tip associated with a meal should be included in the cost of that meal.
• An itemized receipt is required for any expense of $25.00 or more.
• When the combined total of the meals exceeds $55, Concur will prompt for the user to make the adjustment for the daily meal total.
• Warning: please do not simply "plug" amounts in the meal columns; if it appears that the breakdown of meal expenses becomes repetitive on a traveler's or department's expense reports , it may result in the requirement to provide receipts for all expenses on future claims.

4.In the old travel policy, there used to be departure/return timeframes as to when breakfast, lunch, and dinner are allowed. I cannot find these anywhere in the new travel policy. Help!

The new CSU Travel Procedures and Regulations do not specify any timeframes as to when a meal may be allowed. Travelers and approvers are expected to use good judgment in determining what a reasonable departure/return timeframe is when claiming/reimbursing meals that were purchased.

5.You say meal limits for breakfast, lunch and dinner are no longer defined - that instead there is a $55 max cap for the day. When breakfast and lunch are provided as part of a conference fee, and the traveler pays for his own dinner, what limits are there on the amount he can claim for dinner?

If the cost of a meal provided by the conference is known, the amount of that meal should be deducted from the $55 cap for the day, leaving the balance available for dinner. If the conference material is silent as to the cost of any meals provided, then the traveler may claim the actual cost of dinner and will be reimbursed up to the $55 max cap.

6.Since the price of each meal is no longer defined, does this mean I have to have a receipt for all meals purchased?

The CSU travel policy does not require receipts be turned in to Accounts Payable for all meals - only meals where the cost is $25 or more. However, you may wish to retain all your meal receipts so that you have an accurate record of your actual costs for when either you or your department administrative support staff person completes your travel expense report.

7.Since I can no longer give a traveler $10.00 for breakfast, etc., that would mean I would have to have receipts for the exact amounts right?

If you are preparing travel claims for others, you may wish to give them an envelope in which to place all of their receipts or ask them to keep a log of their meal expenses that are under $25. The envelope or the log could be turned in to you and you would have the necessary information to prepare the claim. The traveler should review the amounts you enter before signing to ensure the information is accurate - their signature is verifying to the State that the costs presented are what they actually incurred for those meals.

8.I am at a conference and go out for a meal with say 6 or more colleagues, spend $25.00 or more for the dinner per person, but don't get separate checks as is the case with groups over 6 or so people. Wait staff often will not give separate checks. How do I claim my portion of the expense?

Most large or chain restaurants can and will provide individuals in a group with individual receipts if you request it, typically at the time of ordering. Some restaurants are even willing to provide individual receipts when requested even after the original single bill was presented.

In the event that the restaurant is unable to meet this request, then the traveler can attach a Lost/Missing Receipt Memo to their expense report. In that memo, the traveler will need to explain why a receipt was not obtainable and provide the cost information. The memo should state whether alcohol was or was not part of the meal expense. If alcohol was purchased, normally this cost, along with associated taxes and tip, cannot be claimed unless the funding source specifically allows for it. It is up to the approving authority to determine if he or she will accept the memo and allow the expense. If a traveler submits Lost/Missing Receipt Memos too frequently, the matter will be discussed with your approving authority.

9.If a traveler charges a meal to a room and the charge is reflected on the hotel receipt, does he need an itemized receipt?

Only if the expense is $25 or more.