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UC DAVIS: ACCOUNTING & FINANCIAL SERVICES September 29, 2006 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS RE: Increase in Travel and Entertainment Meal Rates - - - - - - TRAVEL MEALS - - - - - - Effective October 1, 2006, the Meal & Incidental Expense Rate (M&IR) for expenses during travel and rates for entertainment and business meeting meals will increase as described below. The daily M&IR cap for travel within the Continental U.S. has been increased to $64 per day. The cap is based on the Fiscal Year 2006 highest domestic per diem rate published by the General Services Administration (GSA) for travel with the Continental United States (CONUS). In accordance with existing policy, travelers may seek reimbursement only for the actual expenses incurred. Departments should remind their travelers that only expenses actually incurred are reimbursable. In addition, departments should require their travelers to submit meal receipts if it appears that the travelers are treating the cap as a per diem by routinely claiming the full M&IR amount. The M&IR for travel that is more than 12 hours but less than 24 hours has been increased from $33 to $42. Business and Finance Bulletin G-28 and related campus policies will be revised to include this information. - - - - - - ENTERTAINMENT MEALS - - - - - - The maximum meal rates for entertainment and business meeting meals have been increased in proportion to the M&IR rate for travel within CONUS. The new rates are as follows: Breakfast $26 Lunch $38 Dinner $64 Light refreshments $17 These amounts include tax, service, and delivery charges. Please note that these new rates will also apply to entertainment associated with a professional recruitment process and the blanket exception previously allowed is not valid for expenses incurred after September 30, 2006. Exceptions are limited to 200% of the new rates and must be due to circumstances which are unavoidable or necessary to accomplish a University business purpose. The following are examples of circumstances that would warrant reimbursement of expenses in excess of the standard rates for meals and light refreshments: - Meals must be obtained at the hotel or conference site where the meeting is being held. - Meals must be delivered by a caterer to reduce meeting interruptions or promote event continuity, or due to the location of the event there are no nearby eating facilities and - An event, such as a donor cultivation event or recruiting activity, which must be held at a prearranged place appropriate for the event or the expected business benefit. Requests to exceed the 200% limit must be approved by the Chancellor. Business and Finance Bulletin (BUS-79), and UCD Policy & Procedure Manual Section 330-80 will be revised to include this information. If you have any questions, please contact travel@ucdavis.edu. J. Michael Allred Associate Vice Chancellor - Finance/Controller 06-101
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