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.

Meals Included in Conference Registration

Meal reimbursement requests must be reduced for meals provided as part of the conference registration by deducting the appropriate amount as shown under the Meals and Incidental Expenses (M&IE) breakdown at http://www.gsa.gov/portal/content/104877. A copy of the conference agenda will need to be included in the documentation provided for reimbursement. If the agenda/summary is greater than twenty-five (25) pages, please highlight and indicate the page numbers where the meals are provided in the memo field.

Allowances may be made in writing to allow the traveler to claim meal reimbursement if any of the conditions below are met:  

  1. The traveler is unable to consume the meal provided because of medical requirements or religious beliefs;
  2. The traveler purchased substitute meal(s) in order to satisfy their medical requirements or religious beliefs;
  3. The traveler was unable to take part in the provided meal due to the conflict of official business.

Complimentary Meals

Meals provided by a common carrier, or a complementary meal provided by a hotel/motel does not affect the maximum meal allowance per the Federal Travel Directory.

 Meals with an Overnight Stay

The maximum full day meal allowance will be the Federal-per-Diem rate. The federal per-diem rate which includes tax and a tip up to 15%. The traveler is only eligible for 75% of the daily allowance for meals on the first and last day of travel. The breakdown for breakfast, lunch, and dinner shall be calculated at a 25% breakfast, 25% lunch, and 50% dinner. Tips are allowable on meals not to exceed 15% unless a student group event, in which case the maximum tip is 20%. The Federal-per-Diem rates are located on the Federal-per-Diem site. When travel is overnight, reimbursement of meals en-route and from the employee's official station will be subject to the following rules:

  1. Claims shall not exceed the maximum daily allowance plus applicable sales tax. Reimbursement is to be claimed for actual expenses incurred. MAXIMUM MUST NOT BE CLAIMED unless expenditures were actually made.
  2. Note: regardless of time in transit only 75% of the daily allowance may be claimed for meals on the first and last day of travel.

Meals Associated with Other Lodging Types

Travelers utilizing a rental obtained through an online marketplace for nontraditional short-term lodging or recreational vehicle (trailer/camper) are allowed to purchase food to be prepared on site provided the cost of the food, when divided among the number of travelers, does not exceed the maximum meal allowance per the Federal Travel Directory for the travel destination. 

If the traveler is utilizing a Bed & Breakfast (B&B) and specific meals are included as part of the cost of the lodging, then if the traveler chooses to eat those meals out, he or she will not be reimbursed that cost. Documentation will need to be provided showing what is included in the cost of the B&B. 

Meals Without an Overnight Stay

NO meals are allowable for a trip where there is no overnight stay, regardless of whether you are traveling in-state or out-of-state. This change went into effect July 1, 2016.

Reimbursing Tips

  1. Tip on meals for individual travel cannot exceed 15%.
  2. You are limited to the Federal-per-Diem Rate allowable. This amount is to include your meals, incidentals, and Tips.
    Example: A full day of meals in Dallas, TX is $59.00 plus applicable sales tax.  This will still be the maximum allowable, but now you can legitimately include your tip and incidentals as part of the expense. (effective 3/16/2024)
  3. If you are processing a ‘group’ trip where you are providing itemized meal receipts for the entire group (this will be mainly student functions such as athletic team events or other student-oriented trips) the tip maximum is 20%.
  4. Departments can require the submission of all meal receipts,including those for individual travel, even though the State does not require individual meal receipts. Receipts for group meals, or meals that qualify under the "Official Function" policy, are always required.

Reimbursement for Meals that fall under the Official Function Policy.

  1. When asking for reimbursement for meals that fall under the Official Function Policy of the U of A, an itemized meal receipt is always required.  Any gratuity, regardless of description, shall not exceed 20% of the total bill without authorization and approval by the Agency Procurement Officer, Business Manager, Associate Vice Chancellor for Business Affairs, or Travel Manager. An explanation of why the increased amount should be allowed must be included for consideration of an exception. 
  2. The completed Official Function Form-Meals & Entertainment is required for each meal that is considered an official function.