M&IE Rate
R05.02.060.A.(11)(a)
- The M&IE allowance is the daily rate allocated to the traveler to cover the cost of meals and incidental expenses.
- M&IE reimbursement rates for travel shall be the rate authorized for payment by the federal government in the locality in which the traveler spends the night. If the location is not listed on the federal list, the traveler must use the rate for “other” as the amount for the M&IE claims.
- For same-day travel greater than 12 hours, the per diem rate for the destination location shall be used. An M&IE allowance will not be paid when travel status is less than 12 hours.
- The M&IE allowance is 75 percent of the meals rate for the first day based on government listed rate for the city where traveler lodges, and 75 percent of meals rate for the last day, based on the government listed rate for the last city traveler lodged.
- When a trip includes more than one university business stop and the cities involved have different per diem rates, the per diem rate for each calendar day (beginning at 12:01 a.m.) is determined by the location where the lodging is obtained for that night.
- It is the traveler’s responsibility to accurately report when a meal is provided (e.g., hotel breakfast, conference lunch) if the food/timing is sufficient to serve as a meal. The specific Alaska locations the university president has set for the M&IE rate will be set in the travel system, including the value of breakfast, lunch and dinner. Other locations will follow federal guidance.
- The signature of the traveler certifies the facts on the expense report and is sufficient to process the claim for payment. The M&IE deduction breakdown will be calculated automatically by the travel system and is available on the university travel website.
- Representational expenses incurred while on travel status are reimbursable via the travel system. A proportional reduction in the traveler’s meal allowance is included on the expense report.
- M&IE allowances shall not exceed the maximum M&IE rate authorized to be paid for the place of final destination, regardless of start of transit time, and cannot exceed a 24 hour day, regardless of time zones or elapsed transit time.
- Incidental expenses include fees, gratuities and tips for services of cleaning staff, wait staff, baggage handlers, baggage carts, etc. Current rates are available from the university travel website.
- Reimbursements at the lower of actual cost or per diem for meals and incidental expenses may be required only if the traveler is informed of the requirement in advance of the travel.
- Per diem or reimbursement allowances may be paid for periods of interruption or extension of travel incurred for the benefit of the university or circumstances beyond the control of the traveler.
- The per diem rate shall be the same for Anchorage, Fairbanks, Juneau and their surrounding communities within a 50 mile radius. This rate is set by the university president and will be posted on the university travel website. Alaska locations specifically identified in the federal per diem tables, other than Anchorage, Fairbanks and Juneau and their surrounding communities, use the allowable federal per diem rate for that location.
M&IE is the daily rate allocated to the traveler to cover the cost of meals and incidental expenses. It is commonly referred to as "daily per diem."
The regulatory M&IE rate for most locations is determined by the federally listed rate. The regulatory M&IE rate for Anchorage, Fairbanks, Juneau and their surrounding communities within a 50 mile radius is set by the university president. Currently, that rate is $70.
The applicable rate is determined by where the traveler is lodging. The last day is determined by the traveler's last lodging location. Single day travel is determined by the business location.
The traveler is responsible for accurately documenting provided meals during travel. Meal deductions are determined by the GSA M&IE Breakdown.
| When time in travel status is | Your allowance is | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Less than 12 hours | M&IE not allowed | ||||||||
| Between 12 and 24 hours | 75% of applicable M&IE | ||||||||
| More than 24 hours |
Amount of applicable M&IE
|
Concur is programmed to calculate the applicable M&IE allowance including documented deductions. This is executed on the Expense Report through the Travel Allowance. Learn more on our Traveler: After Travel page.
Scenario 1: A traveler is departing on the 1:30 am flight on Monday and leaves their home at 11:30 pm on Sunday. The city where the traveler's hotel is located has an M&IE rate of $55/day. Lunches at the business event are provided.
Q: Does the traveler receive per diem on Sunday? If so, how much for Sunday and how
much for Monday?
A: Yes! M&IE on Sunday is $41.25 and Monday is $55.
Q: How much is deducted for the lunches?
A: $14 is deducted for each lunch.
Q: What happens if the traveler has a dietary restriction and cannot eat the provided
meal?
A: The meal is not deducted.
Scenario 2: A traveler includes full daily per diem reimbursement on their Expense Report. While traveling, they used their UA travel card to pay for a baggage cart at the airport.
Q: Is the baggage cart charge an allowable business travel expense?
A: Yes! Baggage cart costs are part of the incidentals allowance in their M&IE rate.
Q: What expense type do we use? Airline fees?
A: M&IE purchases made on their UA travel card are documented as "per diem offset meal"
or "personal/non reimbursable."
Since the traveler is already claiming full per diem reimbursement, their baggage cart costs are covered through that M&IE allowance. The university has essentially prepaid that portion of their per diem, so the cost is deducted from the traveler's direct reimbursement.