Updated 10/1/06

Meal Expenses Associated with Overnight Travel within Georgia

Employees traveling overnight may be reimbursed for per diem amounts designed to cover the cost of three meals per day for all days of travel other than the day of departure and return. The maximum per diem for three meals is $28.00 per day for travel within most areas of Georgia. Reimbursement for meals within a 30-mile radius of an employee's headquarters or residence is generally not allowable, unless in conjunction with a Georgia Tech sponsored event (see section 6.14 - Off Campus Workshops for Faculty and Staff). If meals are included with a conference registration, the associated meal costs are to be deducted from the daily meal limitation.

Employees whose headquarters are out of state and are visiting a Georgia location will be reimbursed for the per diem amount of $28.00.

Meal Expenses Associated with Overnight Travel within High Cost Areas in Georgia

In some areas of Georgia, employees may experience higher costs that cause the employee to exceed the general meal limits. In recognition of this situation a maximum reimbursement of $36.00 for three meals per day has been established for, the following locations designated "high cost areas": Metropolitan Atlanta (Cobb, DeKalb, Fulton, and Gwinnett counties), Brunswick (Glynn county) and Savannah (Chatham county).

Employees whose headquarters are out of state and are visiting a Georgia location will be reimbursed for the per diem amount of $36.00.

Employees are considered traveling in high cost areas of Georgia when their official responsibilities must be performed at a location in the high cost area. Employees who are not both working and spending the night in lodging in a designated high cost area are subject to the general (maximum $28 per full day) meal limits.

The meal limits may be considered as a single daily total. When working and spending the night in lodging the following meal limits (including partial day reimbursements) apply.

(1) Taxes and Tips are allowable expenses; however, they are included in the meal limits for reimbursement.

(2) Metro Atlanta (Cobb, Dekalb, Fulton and Gwinnett), Brunswick (Glynn) and Savannah (Chatham) only.

Meal Expenses Associated with Overnight Travel Outside Georgia (Domestic US)

Meal expenses will be reimbursed for the federal per diem (less the $3 federal “incidentals” allowance) rate established for the travel destination. Reimbursement for alcoholic beverages is not permitted. Rates effective at the time of travel are to be used, as rates are updated quarterly and include high season rates for some resort locations. It is the responsibility of each traveler and travel approver to ensure that meal expenses do not exceed federal per diem rates for each location visited.

Federal per diem rates may be accessed at the following address:

GSA - Domestic Per Diem Rates

Meal Expenses-International Travel

Meal expenses will be reimbursed the federal per diem (less the $3 federal “incidentals” allowance) rate established for the travel destination. Reimbursement for alcoholic beverages is not permitted. Rates effective at the time of travel are to be used, as rates are updated quarterly and include high season rates for some resort locations. It is the responsibility of each traveler and travel approver to ensure that meal expenses do not exceed federal per diem rates for each location visited.

Federal per diem rates may be accessed at the following address:

http://aoprals.state.gov/web920/per_diem.asp

Partial Day Travel and Allowable Reimbursement for Specific Meals

Employees traveling overnight are generally eligible for per diem amounts designed to cover the cost of three (3) meals per day for all days on travel status other than the day of departure and the day of return. There are specific instances in which an employee may be eligible for the three-meal per diem rate on departure/return days (see discussion below).

There are also instances in which an employee may not receive per diem for the normally eligible number of meals: If any meal is included as a part of the cost of conference registration, etc., such meal(s) should not be considered eligible in the calculation of per diem. For example, if conference registration includes breakfast and lunch, the employee will only receive per diem for the dinner meal ($15; $20 for high cost areas). Because most conferences, etc., accommodate a variety of dietary needs/restrictions, employees are expected to participate in such meals. In rare circumstances, an employee may be unable to participate in a conference meal. In such a case, the employee may request the per diem amount associated with the meal purchase in lieu of that provided. If requesting such reimbursement, a receipt documenting the meal purchase must be attached to the Travel Expense Statement ; also, justification for the meal purchase must be indicated on the statement.

Breakfast

In conjunction with overnight lodging : On the date of departure, breakfast is reimbursable if departure from headquarters or home (whichever is nearer the destination point) is 6:30 a.m. or earlier, provided an expense is incurred.

For day travel without overnight lodging: When travel does not require overnight lodging, breakfast is reimbursable under the following circumstances:

•  If the employee travels more than 30 miles from home or headquarters, and the employee departs from home or headquarters 6:30 a.m. or earlier, and the workday is extended to 13 hours or more on the day of travel.

•  When staying at a hotel where full breakfast is provided with lodging, the amount for breakfast should be deducted from the day's meal limit.

Noon Meal

In conjunction with overnight lodging : On the date of departure, the meal is reimbursable if departure from headquarters or home (whichever is nearer the destination point) is prior to 11:00 a.m. and on the day of return if return to headquarters is 1:30 or later.

For day travel without overnight lodging : The noon meal is not reimbursable unless:

•  Employees who are more than 30 miles away from home and headquarters on a work assignment and are away for more than 13 hours may be reimbursed for the noon meal, even when there is no overnight lodging.

•  The meal is an integral part of a scheduled meeting with formal agenda and the individual is an official representative of the Institution. Reimbursement is authorized if the meeting is with persons outside the employee's department and if the meeting continues during the meal. Employees cannot be reimbursed for meal expenses if they leave the premises of the meeting site. It should be noted that the Statewide Travel Regulations do not authorize employees to receive per diem for a “lunch meeting” in which the meal and meeting are one and the same.

•  The meal is part of a scheduled intra-departmental meeting or training session. The meeting or training must continue during lunch and employees are not permitted to leave the premises of the meeting site. A formal agenda must be submitted with the reimbursement request, the meeting must be at least 6 hours in length, and must be held 30 miles or more from the employee's headquarters.

•  The meal is part of a required registration fee.

Dinner

In conjunction with overnight lodging : On the day of departure, the meal is reimbursable if departure from headquarters or home (whichever is nearer the destination point) is 5:29 p.m. or earlier and on the day of return, dinner expenses are reimbursable if return to headquarters/home is after 7:30 p.m.

For day travel without overnight lodging : When travel does not require overnight lodging, the dinner meal is reimbursable under the following circumstances:

•  If the employee travels more than 30 miles from home or headquarters (whichever is nearer to the destination), and the employee returns to home or headquarters after 7:30 p.m., and the workday is extended to 13 hours or more on the day of travel.

Taxes and Tips

Taxes and tips are to be included in the total expense for the meal .

Entertainment Expenses

Entertainment expenses are processed through the Georgia Tech Foundation, unless the sponsored funding specifically permits this type of expense. An itemized receipt, list of attendees, and business purpose for meal must be included.

Employees must report individual meal expenses on the Travel Expense Statement. If a co-worker “picks up the tab”, each employee must report their portion of the actual expenses on their TES and personally reimburse the individual who paid the bill.

Employee Group Catering Expenses

Refer to section 6.14 for policy regarding allowable meal expenses related to intra-departmental meetings or training sessions.