MEAL EXPENSES

• 1.0 Purpose
• 2.0 Policy
  • 2.1 Maximum Daily Upper Limits for Meals
  • 2.2 Day-trip Meals
  • 2.3 Meals Costing $25 or More (Per Person Per Meal)
  • 2.4 Meals Charged on Credit
• 2.5 Package Plans
• 2.6 Gratuities (Tips)
• 2.7 Professional Meetings
• 2.8 Reporting Meal Expense
• 2.9 Entertaining Prospective Employees
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

This policy describes the guidelines for meal reimbursement of employees that are traveling on buisiness or dining for business reasons.

2.0 Policy [Top]

The University reimburses meal expenses for employees traveling on official business and in other certifiable business meal situations. The cost of meals must be reasonable and may be challenged. Although costs vary according to the area, the traveler must explain all unusual meal costs on the travel voucher, on the combo, and in other certifiable business meal situations.

2.1 MAXIMUM DAILY UPPER LIMITS FOR MEALS

Location	Meal Limit [1]
In Virginia (excluding Northern VA)	$35 (Max. B=7; L=8; D=20)
Outside Virginia (includes Northern VA)	$41 (Max. B=8; L=10; D=23)

The University also reimburses:

Meal	When
Breakfast	Traveler leaves home before 6:30 a.m.
Evening Meal	Traveler returns home after 7:30 p.m.

NOTE: State the hours of departure/arrival as appropriate for all meals claimed.

2.2 Day-trip Meals

Reimbursements for day-trip meals not qualifying as "business meals" are tax reportable income according to the IRS. However, travelers can certify day-trip meals were "business meals."

See Procedure 6-26, "Preparation of Business Meal Certification for Non-Overnight Travel."

2.3 Meals Costing $25 or More (Per Person Per Meal)

To be reimbursed for such meals, receipts MUST be included with the travel expense reimbursement voucher. Otherwise, the value of that meal will be added to the individual's W-2 at year-end.

2.4 Meals Charged on Credit

It is against university policy to pay for meals through charge accounts with local vendors.

Employees should pay for the meals, then receive reimbursement after submitting appropriate documentation. A credit card charge slip is often used as such documentation.

Students helping to recruit prospective students may use their own credit cards, cash, or a petty cash advance to pay for the meal.

2.5 Package Plans

For meals included as part of a conference registration or lodging package plan, state on the travel voucher which and how many meals were included.

See Procedure 6-25, "Preparation of Reimbursement for Travel."

2.6 Gratuities (Tips)

Tips are a legitimate cost and can be reimbursed at a rate not to exceed fifteen percent for meals, but must not cause the cost of meal to exceed the maximum allowed.

2.7 Professional Meetings

The University also reimburses meal expenses for employees attending professional development meetings when attendance is approved by the department head.

2.8 Reporting Meal Expense

The chart below is to help claim reimbursements for meal expenses.

Meal Incurred	Type of Expense	Type of Meal	Reimb Doc & Procedure	Object Code
During Overnight Trips	Expenses related to attending conferences, workshops & courses NOT sponsored by the University	N/A	Travel Voucher, see Procedure 6-25	34100
During Overnight Trips	Other reimbursable meal expenses	N/A	Travel Voucher, see Procedure 6-25	34552 and/or 34556
During Day Trips	Expenses related to attending conferences, workshops & courses NOT sponsored by the University	Certified as business meal. See Procedure 6-26	Travel Voucher, see Procedure 6-25	34100 and/or 34554
During Day Trips	Expenses related to attending conferences, workshops & courses NOT sponsored by the University	Not certified as business meal.	Travel Voucher, see Procedure 6-25	34550 and/or 34554
During Day Trips	Other reimbursable meal expenses	Certified as business meal. See Procedure 6-26	Travel Voucher, see Procedure 6-25	34551 and/or 34555
During Day Trips	Other reimbursable meal expenses	Not certified as business meal.	Travel Voucher, see Procedure 6-25	34550 and/or 34554
Ch'ville Area Meal [2]	University business	N/A	Combo, see Procedures 6-4 & 6-26	36835 and/or 36836

2.9 Entertaining Prospective Employees

Category	Can Be Charged To
Three employees	State or local funds
Additional employees (over three)	Local funds only
Spouses [3]	Local funds only

The department MUST STATE the names of the persons attending the event. The meal must be reasonable, given the area. ALCOHOLIC BEVERAGES ARE NOT ALLOWED TO BE PAID ON STATE FUNDS. Entertaining prospective employees at home is allowed, given the above restrictions and that the cost cannot exceed a restaurant's.

3.0 Definitions [Top]

4.0 References [Top]

1. Limits include taxes and tips. Meals per day/per person.
2. The University does not reimburse meals if all attendees are UVA employees, and State funds are to be used for the reimbursement, unless the meal is for training or recruitment.
3. If the prospective employee is acompanied by his/her spouse, expenses for both the prospective employee's spouse and corresponding University employee spouse can be charged to local funds only.

5.0 Approvals and Revisions [Top]