Travel Meal Reimbursement
Meal reimbursement is allowed if travel – away from the normal place of employment – is for four hours or more, or if overnight travel is required. Meals will be reimbursed based on a per diem; actual receipts are not required. If the cost of a meal is included in a conference registration fee, the per diem for the meal will not be reimbursed. Per diem rates are determined by quarters of a day.
The request for reimbursement must be submitted via the Travel & Expense module in PeopleSoft Finance by the traveler. (All travel expenses for one trip can be submitted on the same expense report)
UND will also reimburse the expenses of a non-employee or student traveling for University business. These expenses must be in compliance with NDCC Chapter 44-08-04 and OMB Policy 505.
ND TRAVEL-EMPLOYEE-MEAL POLICY
Reimbursement Rates
| Meal | Travel Time | Amount |
|---|---|---|
| Breakfast | Travel must begin by 7 a.m. | $9.00 |
| Lunch | Must be in travel 1 hr before and at least 1 hr after (must be in travel by 11 a.m. and return no earlier than 1 p.m.) | $14.00 |
| Dinner | Must be in travel 1 hr before and at least 1 hr after (must be in travel by 5 p.m. and return no earlier than 7 p.m.) | $22.00 |
Rates Prior to August 1, 2023
- Breakfast – $7.00
- Lunch – $10.50
- Dinner – $17.50
Calculate using the GSA rates.
U.S. GENERAL SERVICES ADMINISTRATION (GSA) DOMESTIC PER DIEM RATES
How to calcuate GSA rates?
- Click on the map to view rates by state
- Use the M&IE column
- If the city is not found, use the standard rate for the continental United States which is $59.00.
Guidelines
| Meal | Travel Time | % of GSA |
|---|---|---|
| Breakfast | Travel must begin by 7 a.m. | 20% of GSA daily rate |
| Lunch | Must be in travel 1 hr before and at least 1 hr after (must be in travel by 11 a.m. and return no earlier than 1 p.m.) | 30% of GSA daily rate |
| Dinner | Must be in travel 1 hr before and at least 1 hr after (must be in travel by 5 p.m. and return no earlier than 7 p.m.) | 50% of GSA daily rate |
Calculate rates using devense travel management office rates.
Meal Reimbursement FAQs
Can I pay for my meals with the P-Card while I am traveling?
No, food purchases are not allowed on the P-card. A per diem reimbursement will need to be submitted through Travel & Expense module in PeopleSoft.
Is my supervisor allowed to determine that I be reimbursed at a lesser our of state per diem rate?
Yes, when traveling outside the State of North Dakota your supervisor or institution has the authority to reimburse a lower per diem rate.
Will I be reimbursed if I take a faculty candidate and their spouse our for dinner?
Yes, because this dinner has a business purpose. You will be reimbursed the entire cost of the meal if a detailed receipt is provided. The receipt must include the names of all in attendance. Please note that alcohol charges are not a reimbursable expense.
Will the per diem rates for my travel outside of the continental U.S. automatically populate?
No, International per diem rates will not auto populate at this time. You will need to obtain them from the Defense Travel Management Office and calculate the total of the Local Meals and the Local Incidental columns to obtain your per diem amount.
Do I need to enter a separate expense line for each day of meal per diem?
Yes, you will need a separate expense line for each day of meal per diem. Each day is needed to document the meals that are not selected for reimbursement using the Per Diem Deductions box.
How do I adjust the per diem for meals I am not claiming?
Once the line for the meal expense has been entered, the per diem for a complete day should auto-populate the amount based on the location entered. Click on the Per Diem Deductions for that line. When the per diem info box opens, click the meal(s) you are NOT claiming. This will deduct that meal from your expense line total.