Per diem expenses are those costs covering both lodging expenses and subsistence or meal costs while in travel status. See the References page to find maximum allowable lodging and subsistence rates for non high cost and high cost locations within the continental United States and international travel. More specific details are provided under sections on Subsistence and Lodging Reimbursement.
Subsistence is the daily allowance for meal costs when you are in travel status at least three hours beyond your normal work day. You may be reimbursed for breakfast if you are in travel status before 6:00 AM, for lunch if you are in travel status before 11:00 AM, and for dinner if you begin travel status before 5:00 PM. Please note that you may not be eligible for meal costs away from your official work station for one-day meetings unless the 3-Hour Rule applies. Exceptions to the 3-Hour Rule require prior written approval by OFM before being in travel status. Contact Shoreline's Travel Liaison for more details. According to IRS's fringe benefits rules, meals reimbursed that do not include overnight stays are subject to federal with holdings and will be reported to payroll.
Subsistence payments are not to be reduced or eliminated due to meals served on airlines. However, do not claim meals included in the registration fee for reimbursement on the Travel Expense Voucher.
Commercial lodging may be needed while you are in travel status. If you choose to extend your stay for personal reasons, you may be charged a higher rate than the one negotiated for your official stay. Whether you use one of Shoreline's state-approved travel agencies, or handle your lodging reservations yourself, please ask for a government rate. The government rate is always lower than the commercial rate and is offered by most lodging facilities. It is also suggested that you request written confirmation of your reservations or a confirmation number.
In the event a block of rooms has been arranged for the participants of the conference or seminar you will be attending, you will need to make those reservations yourself. You may be required to provide a credit card to reserve the room or guarantee for late arrival. Whether you personally make lodging reservations or have a travel agency make them for you, you are responsible for canceling any confirmed reservations should your plans change.
Lodging reservations for a group of individuals attending the same meeting or conference may be prepaid by the College with the use of the approved Travel Requisition form.
The Office of Financial Management has published Schedule A, Lodging, Subsistence and Private Vehicle Mileage Reimbursement Rates for the Continental USA, and Schedule B, High Cost Locations for the Continental USA. These two schedules are to be used in computing the amount of reimbursement you will receive while in travel status.
As noted in Schedule A, the maximum daily lodging rate for non-high cost locations in the continental United States is $50.00 including all taxes. However, the maximum allowance for lodging expenses in high cost locations may vary from area to area. Information on high cost locations is contained in Schedule B on the reference website.
The allowable lodging amount may be insufficient for a particular travel assignment. In the situations listed below an approved Exception to the Maximum Allowable Lodging Amounts may be approved:
Reimbursement for lodging expenses when the lodging facility is located within fifty (50) miles of the closer of either the employee's official residence or official station will be denied, except under one of the following three conditions:
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Modified on 05/21/2012