Policy: VI.A.10x (inactive)
Issued: November 15, 1991
Owner: Procurement Services
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  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 34100 During Overnight Trips Other reimbursable meal expenses N/A 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 34100 and/or 34554 During Day Trips Expenses related to attending conferences, workshops & courses NOT sponsored by the University Not certified as business meal. 34550 and/or 34554 During Day Trips Other reimbursable meal expenses Certified as business meal. See Procedure 6-26 34551 and/or 34555 During Day Trips Other reimbursable meal expenses Not certified as business meal. 34550 and/or 34554 Ch'ville Area Meal  University business N/A 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  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]
5.0 Approvals and Revisions [Top]