To: DDD, Campus Unit Finance Leads, University Business Managers
From: Rebecca Spanos, Travel and Payment Card Services Manager
Effective for travel beginning on or after March 1, 2023, the University will adopt the lodging and meal per diem rates set by the U.S. General Services Administration (GSA), U.S. Department of State, and U.S. Department of Defense as applicable. This change applies to all University travel, regardless of the funding source.
Meals & Incidentals (M&IE) per diem rates
- Rates are determined based on the destination and dates of travel using the appropriate link above.
- The meals & incidentals (M&IE) rate includes separate amounts for breakfast, lunch, dinner, and incidentals
- Incidental expenses include cash tips given to porters, baggage carriers, hotel staff, etc.
- Rates for the first and last day of travel are calculated at 75% of the day’s total rate, regardless of the traveler’s time of departure or time of return
For more information, please review Procedure 1501.5 on Per Diem Rates.
Lodging per diem rates
- Rates are determined based on the destination and dates of travel using the appropriate link above.
- Travelers should secure lodging no more than 50% higher than the lodging rate set for their destination.
- Excess lodging expenses must be justified if the hotel rate is more than 50% higher than the lodging rates detailed above.
For more information on lodging rates and excess lodging, please review Procedure 1501.6 on Lodging Accommodations.
Employee Expense Reports via Concur
- Per diem rates will populate automatically based on the information provided in the Travel Allowance Wizard.
- For assistance, please review the Using the Travel Allowance Wizard Quick Reference Card (QRC) available on the Travel Services website.
Reimbursement Requests via Web Travel and Campus Voucher
- Per diem rates must be documented by printing the webpage from the appropriate link above.
- Documentation must include the name of the destination and the per diem being requested for each day of travel.
- Documentation must be provided with the reimbursement request to validate rate being utilized.
- If Excess Lodging is included in the reimbursement request, Form 1501.6.3f must be completed and provided with the reimbursement request.
Live training will be scheduled and announced in a separate communication. If you have any questions, please contract Travel Services.