Effective October 5, 2015, the UW System implemented a new travel program rate structure and policies. The new policies and protocols for meals and incidental expenses, lodging, vehicle usage, miscellaneous travel-related expenses and general travel provisions apply to all University-funded or University-sponsored travel, regardless of funding source or traveler affiliation (e.g., employees, guests, consultants, students). The following is a summary of the changes for meals and incidental expenses:
Meals and incidental expenses (M&IE) will be paid or reimbursed on a per diem allowance basis, as defined by the federal government. The daily M&IE per diem allowance is additionally based on the location where the traveler spends the night. The rate for the last day of travel is based on the traveler's location the night before his/her travel ended. Leave and return times are no longer required.
Incidentals, are to include lodging maid and porter tips, bottled water, laundry, transportation between lodging or business to obtain meals not provided, see Fox World Travel for a complete list.
Travelers are allowed 75% of the daily allowance on the first and last days of travel.
Provided meals at a conference or meeting will be deducted from the per diem as a percentage (i.e., 20% deducted for breakfast, 30% for lunch, 50% for dinner).
Hotel complimentary breakfast and airline meals are not required to be deducted from the per diem amount.
Travelers who are traveling during the day but have no overnight stay may claim a meal allowance of $15 per day when no meals are provided during the course of their business. In accordance with IRS regulations and current practice, these allowances are tax reportable.
All travel expense reports must be submitted within 90 days from the end of the trip. (Note: IRS rules require that all business travel be accounted for in a timely manner, and provides 60 days as a reasonable definition of timely).