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UC DAVIS: ACCOUNTING & FINANCIAL SERVICES August 22, 2008 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS RE: Change to travel policy affects meal and incidental expense reimbursement Beginning September 1, 2008 meal and incidental expenses(M&IE)for travel of less than 24 hours will only be reimbursed if there is an overnight stay as supported by an itemized lodging receipt. This is in accordance with the IRS Taxable Fringe Benefit Guide which states that an individual must be away from home on business for a length of time or at such a great distance as to require an overnight stay in order to be reimbursed for M&IE. Complete details of this policy are described in Section VIII.C of the Business and Finance Bulletin G-28, Policy and Regulations Governing Travel (http://www.ucop.edu/ucophome/policies/bfb/g28viii.pdf). Examples of how the “overnight rule” may be applied are given in Appendix C of that bulletin (http://www.ucop.edu/ucophome/policies/bfb/g28c.pdf). Employees who travel on university business are encouraged to review these policies prior to travel. UC Davis PPM Section 300-21 (http://manuals.ucdavis.edu/ppm/300/300-21.htm)is being updated accordingly. If you have questions, please contact mytravel@ucdavis.edu. J. Michael Allred Associate Vice Chancellor - Finance/Controller 08-058
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