UH-Victoria

Office of the Vice President for
Administration and Finance

SECTION: TRAVEL INDEX : F-4

SUBJECT: MEAL EXPENSES FOR ONE DAY TRIPS

POLICY

Meal expenses for one day trips are not reimbursable unless the travel requires an overnight stay.  The expense can be incorporated into some other form of compensation. For example, increase an off-campus stipend for a full-time faculty member's teaching an off-campus course, in order to take care of any evening meal expense thus incurred. Sometimes, of course, the meal may be provided in the course of conducting a meeting or may be included in registration fees.

An employee's business expense while traveling on one day trips will be allowed for a business meeting held during breakfast, lunch, or dinner when the employee incurred an expense.  The cost of the meal may be reimbursed to the employee if the meeting was held to discuss university business. 

PROCEDURE

A business meal is defined as a breakfast, lunch, or dinner meal during a one-day trip or a business meeting held during the regular work day during which breakfast, lunch, or dinner was served that involved more than one person for the discussion of business pertaining to the University.  The employee had to have incurred an expense for the meal.  Reimbursement should be made from locally held discretionary funds, (Ledgers 2 or 3).  The purchase voucher should include an itemized detailed receipt verifying payment and documentation reflecting the following:  

o    Who attended the meeting?

o    When was the meeting held? (Time and Date)

o    Where was the meeting?

o    What was the purpose of the meeting.

o    How does the meeting benefit the university?

Please note that this policy does not affect other travel expenses or meal expenses incurred when travel involves more than one day.

Approved:


Signature Obtained            02/19/2009
Tim Hudson, Ph.D.            Date
President

Next review date:  October 2011
Origination: Finance Department

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