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Meals and Incidental Expenses
- An M&IE allowance is the daily rate allocated to the Traveler to cover the cost of meals and
- 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% of the meals rate for the first day based on government listed rate
for the city where traveler lodges, and 75% 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 lodgings are 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 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
- 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
- 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
- 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.
- 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.