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| Meals Allowance | When Leaving Before | When Returning After |
|---|---|---|
| Breakfast | 5:31 am | 7:59 am |
| Lunch | 11:31 am | 12:59 pm |
| Dinner | 5:31 pm | 7:59 pm |
In-State Travel
| Meal Allowance | Lodging | ||||
|---|---|---|---|---|---|
| Breakfast | 5.00 | 46.50 + tax only |
If actual cost of lodging is less than the state rate, only that actual cost will be allowed |
||
| Lunch | 9.00 | (As of 7/1/07) | |||
| Dinner | 12.00 | ||||
| Total | 26.00 | ||||
ALL LODGING RECEIPTS MUST CARRY -- date of lodging and name of individual. The receipt must also be stamped paid. If credit card is used, customer copy of credit card receipt must be attached.
On state voucher put O/C (only claiming) if you are not claiming full amount.
Out-of-State Travel
| Meal Allowance | Lodging | ||
|---|---|---|---|
| Breakfast | 8.00 | A maximum of 150.00 + tax with $50.00 additional possible with prior approval. | |
| Lunch | 11.00 | ||
| Dinner | 17.00 | ||
| Total | 36.00 | ||
The President can approve "Excess Out of State Lodging" up to $25 additional, if approved PRIOR to travel.
ALL LODGING RECEIPTS MUST CARRY -- date of lodging and name of individual. The receipt must also be stamped paid.
Out-of-Country Travel
| Meal Allowance | Lodging | ||
|---|---|---|---|
| Breakfast | 7.00 | A maximum of 150.00 + tax with $50.00 additional possible with prior approval. | |
| Lunch | 18.00 | ||
| Dinner | 25.00 | ||
| Total | 50.00 | ||
- Receipts are required for lodging at out-of-country rates. If receipts are not provided, reimbursement will be at out-of-state rates.
- MILEAGE ALLOWANCE -- Privately owned cars 37 cents per mile, unless private car is used when state car is available, then 20 cents per mile is allowed.
- Two round trips to the airport are allowed if absent from home station over 24 hours. Airport parking fees are allowed if receipt is attached.
- FILE REIMBURSEMENT VOUCHER IMMEDIATELY UPON RETURN OF YOUR TRAVEL
- Private owned trailer allowance -- $4.00 per day plus parking and electricity. Total not to exceed $13.00 per day.
- REGISTRATION FEE -- Allowable if employee was authorized to attend on the basis of state business. Must attach receipt and agenda or letter of invitation, giving dates of meeting along with time and place.
- Travel regulations apply to all travel; State Appropriations, Restricted and Grant Funds.
RECEIPTS REQUIRED
Airline Ticket -- Attach to your travel voucher everything you have left of your airline ticket. (Even if your ticket was acquired by a Purchase Order).
Airport Parking -- If the parking charge is over $1.00 then a receipt is required.
Taxi or Limo -- If the charge is over $5.00 a receipt is required. If the taxi driver does not furnish a receipt, have them sign a receipt you prepare yourself or carry a small inexpensive receipt book if you expect your taxi fares will be more than $5.00. The $5.00 is also for the round trip - not just a fare one way, and only $5.00 is allowed per day.
Hotel or Motel -- All lodging receipts must carry the date of lodging and name of individual. The receipt must also be stamped paid.
Registration -- Attach receipt along with copy of agenda or letter of invitation stating dates of meeting along with time and place.
Personal Phone Calls -- Calls made by traveler appearing on the lodging receipt will be deducted from the total of the receipt.
ALL OUT-OF-STATE TRAVEL MUST HAVE A TRAVEL AUTHORIZATION SIGNED BY THE EMPLOYEE, DEPARTMENT CHAIRMAN, AND PRESIDENT, PRIOR TO TRAVEL DATE.
The pink out-of-state travel approval must be attached to the travel voucher when submitted to the Business Office.
METHODS OF TRANSPORTATION
Privately owned automobile -- Employees driving personal vehicles, when no state car is available, may be reimbursed at a rate of $.37 per mile. Directors may set a rate for a lesser amount.
State Vehicles -- scheduled through the DSU Physical Plant (Vehicle Request Forms available from the Physical Plant).
Automobile Rental--Rental of automobiles can be justified only where no other adequate, economical method of transportation (such as taxi, bus, limo, or private car) is available. An individual can make a number of taxicab trips in a day's time before exceeding the cost of one day's automobile rental. Payment for automobile rentals will not be authorized where a more economical and practical method of transportation is available. Personal convenience cannot be considered as sufficient justification.
Commercial Air Travel -- Arrangement must be made by the employee. Tickets cannot be charged to the University, the employee must pay the ticket and claim reimbursement on a travel voucher (UNLESS using a Purchase Order).
Anyone driving a personal or a state vehicle out of state shall be allowed meals and lodging up to a maximum of two days each way. Allowable car mileage for out-of-state travel shall not exceed the cost of the most economical commercial air fare available per person traveling. ONLY THE LESSER AMOUNT WILL BE PAID.
The mileage to and from an in-state work site is allowable only to the extent that it does not exceed the allowable cost of meals and lodging that could be charged if the employee stayed at the work site. ONLY THE LESSER AMOUNT WILL BE PAID.
REMEMBER
- Keep all receipts, except food and attach them to your travel voucher.
- List your license number, odometer readings, time of departure and return.
- You must have a copy of the program included along with the out-of-state travel request.
In keeping with IRS regulations, we will be showing meals reimbursement with no overnight stay as taxable income on your W-2.
When preparing travel vouchers and you have meals, please use the following sub object codes:
| 733140 | Meals/Not overnight - In-State | |
| 733340 | Meals/Not overnight - Out-of-State | |
| 733100 | Per Diem/Meals and Lodging - In-State | |
| 733300 | Per Diem/Meals and Lodging - Out-of-State |
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© 2005, Dakota State University 820 N. Washington Ave. Madison, SD 57042 1-605-256-5127 For business office website questions or comments email: kristi.voss@dsu.edu |