Meals and Incidental Expenses
Meals and Incidental Expenses (M&IE) rate - Per Diem R05.02.060(9)(a)
- 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 President has set the M&IE rate for will use the State of Alaska deduction breakdown. 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 campus travel office 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 President and will be posted on the campus travel office 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.
Long-term M&IE rate R05.02.060(9)(b)
- When expected to be in travel status in a single location for more than 30 days, the long term per diem rate applies. The long term per diem rate is calculated at 70 percent of the short term per diem rate and applies on the 31st day forward. When staying more than 30 days a traveler can find less expensive accommodations than regular hotel rates, cook their own meals, and have limited incidental costs.
- A long‐term per diem allowance equal to 70 percent of the short‐term meal and incidental allowance rounded up to the nearest dollar (or other rate as approved by the Travel Administrator) shall be utilized when the circumstances of travel are such that the traveler can reasonably be expected to incur expenses comparable to those arising from the use of establishments catering to the longer‐term visitor.