Mileage/Meal Reimbursement Rates

Mileage

Effective with the travel starting January 1, 2018, the mileage reimbursement rate for University travel is 54.5 cents per mile. Please follow this table when submitting your travel requests and expense accounts:

Travel Dates Mileage Reimbursement Rate
January 1, 2018 and after $0.54.5 /mile (GAD x-5 Form)
January 1, 2017 to December 31, 2017 $0.53.5/mile  (GAD x-5 Form)

*** Please be aware that if a traveler decides to use a personal vehicle for long distance travel and the mileage costs are greater than the costs of flying, the University will only reimburse the traveler up to the plane ticket cost.

For travel funded with federal funds and approved for Federal Joint Travel rules and rates, the automobile mileage rate for the University is currently the same as Federal Joint Travel rates. You should verify the rate has not changed when the travel expense account is being completed.

Federally funded travel using Joint Travel rule and rates:

http://www.gsa.gov/portal/

Meals

Receipts are not required for reimbursement of meals for any travel whether in-state, out-of-state or international providing all other criteria are met.  Meals are reimbursed up to set per diem rates. There are certain United States cities that are considered high cost and as such, per diem meal rates are set higher.

FY' 18 Rates Effective July 1, 2017 

 The following Standard per Diem  Meal Reimbursement Rates  apply ONLY to travel on or after July 1, 2017:

  • Breakfast: $10.00
  • Lunch: $12.00
  • Dinner: $25.00
  • Total per Day: $47.00

         *Fiscal Year (FY) July 1 to June 30

Meal rates for High Cost United States Metropolitan cities (FY18)

For domestic travel funded with federal funds and approved for Federal Joint Travel meal per diem rates, the various meal rates can be obtained from the appropriate web site.

Federally funded travel using Joint Travel rule and rates

http://www.gsa.gov/portal/

Alaska, Hawaii, and U.S. territories per diems (Federal funded Joint Travel only

http://www.defensetravel.dod.mil/
Then click on Per Diem, then DTMO

Meal & Incidental Costs rates for International Destinations

For international travel, meals and incidental costs are reimbursable without receipts at the applicable Meals and Incidental Expenses (M&IE) rate of the U.S. Department of State. The foreign per diem rates are updated monthly and are found on the U.S. Department of State web site.  Whenever partial days per diem applies, such as departure and return days, reimbursement will be calculated based upon the total M&IE rates as follows: Breakfast-15%; Lunch-25%; and Dinner-60%.

In exceptional situations where an international traveler has extraordinarily high incidental expenses, the traveler may request,  in writing, waiver of  the standard U.S. Department of State per diem incidental expenses reimbursable rate and request reimbursement based upon actual receipts if funds are available and exceptional circumstances warrant a higher rate.  Such requests must be fully justified and are subject to the approval of the Comptroller and Office of the Vice President for Finance and Management.