Meals & Incidentals
Travelers may be reimbursed for meals and incidental expenses (M&IE) incurred while on approved University business travel. The applicable reimbursement method and limit depend on the travel location, trip duration, and funding source.
M&IE rates by travel location
The applicable M&IE reimbursement limit depends on the travel destination and trip duration. CONUS travel lasting fewer than 30 days is reimbursed based on actual and reasonable M&IE incurred, up to the applicable limit. OCONUS and foreign travel use destination-specific federal per diem rates.
| Travel location | Reimbursement guidance |
|---|---|
| CONUS – Continental United States | For travel lasting fewer than 30 days, actual and reasonable M&IE may be reimbursed up to $92 per day. The $92 limit is a maximum reimbursement amount—not a per diem or automatic daily allowance. |
| OCONUS – Alaska, Hawaii, Puerto Rico, Northern Mariana Islands, and U.S. possessions | Use the applicable Department of Defense OCONUS per diem rate for the destination. For travel lasting fewer than 30 days, actual lodging and M&IE may be reimbursed up to 100% of the applicable combined per diem. Department of Defense Per Diem Rate Lookup |
| Foreign – Travel outside the United States and its possessions | Use the applicable U.S. Department of State foreign per diem rate for the destination. For travel lasting fewer than 30 days, actual lodging and M&IE may be reimbursed up to 100% of the applicable combined per diem. U.S. Department of State Foreign Per Diem Rates |
CONUS meals and incidentals
G-28 generally prohibits M&IE reimbursement for travel lasting fewer than 24 hours unless the trip includes an overnight stay. For travel paid from a federal grant or contract, a lower federal destination rate may apply. Review the applicable funding requirements before submitting the Expense Report.
| Travel situation | Rule |
|---|---|
| Travel lasting 24 hours or more | Claim actual and reasonable meals and incidentals up to the applicable limit. |
| Travel lasting fewer than 24 hours without an overnight stay | M&IE is not reimbursable as travel expense. A qualifying business meeting meal may instead be reimbursable under BUS-79. |
| Travel lasting fewer than 24 hours with an overnight stay | Actual meals and incidentals may be reimbursed up to the applicable trip limit when the overnight stay is documented. |
| Meal included in registration, conference, lodging, airfare, or otherwise provided | Do not separately claim a meal provided without additional cost. |
| Travel lasting 30 or more consecutive days in one location | Long-term travel rules apply. Reimbursement is generally based on actual expenses up to the applicable federal per diem. Review UC G-28 before submitting the expense report. |
OCONUS and foreign meals and incidentals
OCONUS and foreign travel are not subject to the $92 CONUS M&IE limit. The applicable federal per diem varies by destination and may also vary by season. When meals, lodging, or other subsistence costs are provided without charge—for example, as part of conference registration—the applicable per diem must be adjusted as required by G-28.
Travel meals versus hosted business meals
A hosted business meal should not be classified as the traveler’s individual M&IE simply because it occurs while the traveler is on travel status.
| Situation | How to report it |
|---|---|
| Traveler purchases a meal for themself while on travel status | Report as travel M&IE subject to the applicable travel limit or per diem methodology. |
| Traveler purchases a meal for another employee, guest, donor, or business participant | Do not report it as individual travel M&IE. Follow the applicable Business Meetings while traveling to determine the applicable requirements. |
| Registration or conference fee includes a meal | Do not separately claim the provided meal. |
| Traveler chooses not to eat a provided meal | A replacement meal is normally a personal expense unless a documented business, medical, or accessibility circumstance supports the additional cost. |
| Meal is primarily personal or social | Do not charge or request reimbursement from the University. |
Allowable incidental expenses
Incidental expenses may include reasonable tips and fees associated with allowable travel services. These expenses are included within the applicable M&IE limit or per diem calculation unless UC policy specifically treats the cost separately.
Personal expenses are not reimbursable, including:
- Alcohol claimed as an individual travel meal expense
- In-room movies or personal entertainment
- Spa, fitness, or recreation charges
- Personal grooming or clothing
- Childcare or pet care, unless specifically authorized under applicable University policy
- Meals or incidentals for personal travel companions
- Expenses incurred during personal vacation days
Reporting meals in Concur
For each travel day:
- Use the correct rate methodology for CONUS, OCONUS, or foreign travel. When an OCONUS or foreign trip includes multiple locations with different per diem rates, follow the G-28 methodology for adjusting the reimbursement among locations.
- Report only expenses or per diem amounts allowable under the applicable UC G-28 rules.
- Account for meals or lodging provided by a conference, hotel, airline, host, registration fee, or other source.
- Keep documentation necessary to establish the date, location, and University business purpose.
- Attach receipts when required by UC policy, the funding source, or the department.
- Do not combine hosted business meals with the traveler’s individual M&IE.