Reimbursable Subsistence Expenses

It is the policy of the university that all official travel shall be properly authorized, reported, and reimbursed in accordance with university travel regulations. Under no circumstances shall travel expenses for personal travel be charged to the university, nor shall travel expenses for personal travel be funded by the university.

What are reimbursable subsistence expenses?
Subsistence expenses consist of charges for meals, lodging, and incidentals incurred while on travel status. The incidentals component is intended to reimburse the traveler for fees and tips given to waiters/waitresses, porters, baggage carriers, bellhops, hotel maids, etc.

How does the M&IE limit differ from Per Diem?
The per day meal and incidental expense (M&IE) ceiling is the maximum daily amount authorized for such expenses. It is not a per diem, and only actual charges should be reimbursed.

Per diem is a daily subsistence allowance prescribed for a location of travel. The payment of per diem does not require supporting receipts. Per diems are authorized for all foreign travel; travel within Alaska, Hawaii, and United States possessions; and domestic travel assignments of 30 days or more.

What are incidental expenses?
Incidental expenses include tips and fees for services such as waiters, bellhops, etc. (see Change in Federal Definition of M&IE for more).

What receipts are required?
Itemized receipts are required for lodging regardless of expense. Receipts are also required for each miscellaneous or meals & incidental expense of $75 or more.