Maximum Expenses Per Day

Maximum meal expenses per day (a full 24-hours on business): $51

Per Diem vs. "Actual" Expenses

There are two ways to claim meal expenses: "per diem" or actual "expenses." Ask your advisor PRIOR to travel how they want you to claim your meal allowances.

You can only file meal expenses one way or the other–you cannot combine per diem claims and actual expense claims for the same trip.

Per Diem

Per Diem is a flat rate of up to $51/ day that can be claimed without receipts.

This amount is prorated for days where business travel is less than 24 hours.

• For example, if your trip is 3 days:

  • Day 1: You start your trip by taking a taxi to the airport at 9AM. That means you will be considered as traveling for 24h - 9h = 15h. For Day 1, you would be able to claim 15/24= 0.625 = 62.5% of the per diem rate, or $31.88

  • Day 2: You could claim up to 100% of the per diem max: $51

  • Day 3: You take a taxi from your hotel to the airport. You take your flight back to Austin. You take a taxi from Austin-Bergstrom airport and arrive back at your apartment by 10PM. You will be considered as traveling for 22 hours. You would be able to claim up to $46.75 for Day 3's per diem.

Actual Expenses

The maximum meal expenses per day is still $51/day when claiming actual expenses.

Receipt Requirements

If you are turning in “actual” meal expenses, in order to be reimbursed your meal receipts MUST show all of the following:

1. Detailed line items describing what was bought. If you just turn in the credit card slip that has a total amount paid, that is not enough!

2. Proof of Payment – A final balance of “zero”, or other notation stating the entire balance as “PAID”

3. Method of Payment – If paid with a credit card, this is will often show an authorization code as well as either the name of the credit card (i.e. VISA, MASTERCARD) or simply “Credit Card”

• Tips must be 20% or less than the pre-tax amount

• Alcoholic beverages cannot be reimbursed

Good rule of thumb: When in doubt, the MORE detailed your receipts and documentation, the better :)