Meals

Per Arkansas State Travel Regulations, we are only allowed 75% of the per-diem rate for the first and last day of travel for meals. Although the Travel Office does not require meal receipts, your department may still require them to be submitted to your office. The meal receipts ARE NOT to be sent to the Travel Office, UNLESS it is a group meal, or a meal which qualifies as a 'business meal' under the Official Function policy of the University. In those instances, the meal receipt must be itemized. Alcohol is not an allowable reimbursable expense and should NEVER be purchased using a university credit card.

When traveling on behalf of the university, reimbursement for meals and lodging shall be limited to actual expenditures. While there is a maximum rate set by the federal government, reimbursement is for actual expenses up to the maximum. Total reimbursement for both travel and room and board shall always be based on the most economical means of travel.

Meal Reimbursement  

  • Meal costs must be adjusted for any meals provided as part of a conference or event.  
  • Submit a copy of the conference agenda with your documentation.  
    • If the agenda is over 10 pages, highlight and indicate the pages where meals are listed in the memo field.  

 Exceptions to Meal Deductions  

  Travelers may claim reimbursement for a provided meal if:  

  • They could not consume the meal due to medical or religious requirements.  
  • They purchased a substitute meal due to medical or religious reasons.  
  • They missed the meal due to a conflict with official business.  

 Tips and Per Diem Limits  

  • Individual travel:  
    • Tip may not exceed 15%.  
    • Tip and incidentals must be included in the daily per diem.  
    • Example: In Dallas, TX, if the full day per diem is $59, the tip and incidentals must be covered within that $59 (effective 3/16/2024).  
  • Group travel (e.g., student or athletic trips):  
    • Must provide itemized meal receipts.  
    • Tip may be reimbursed up to 20%.  
  • Departments may require meal receipts for individual travel, even though the State does not.  
  • Receipts are always required for:  
    • Group meals  
    • Meals under the Official Function policy  

 Official Function Meal Reimbursement  

  • Must include an itemized meal receipt.  
  • Gratuity must not exceed 20% of the total bill.  
  • Approval is required for tips over 20% from:  
    • Agency Procurement Officer  
    • Business Manager  
    • Associate Vice Chancellor for Business Affairs  
    • Travel Manager  
  • Include a written explanation if requesting more than 20%.  
  • Submit the Official Function Form – Meals & Entertainment for each official function meal.