Human Resources

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Employee meal reimbursement

  • 1.  Employee meal reimbursement

    Posted 11-08-2018 11:43 AM
    What is your policy for meal reimbursements for meals not associated with overnight travel and not directly a bona fide business purpose (such as lunch with donors or prospects etc)?  Does your school require a specific number of hours of travel/work before allowing meal reimbursements, if at all, and if so do you treat this as a taxable benefit for the employee?

    Thank you,​

    Karl Strauss
    Director of Finance
    St. Bonaventure University

  • 2.  RE: Employee meal reimbursement

    Posted 11-08-2018 11:44 AM

    Colorado Community Colleges does not reimburse for individual meals on single day travel.




    Lisa H. Grefrath

    System Controller, SBCCOE


    303 595-1575


  • 3.  RE: Employee meal reimbursement

    Posted 11-08-2018 12:59 PM

    Travel in the absence of an overnight stay is not eligible for per diem or meal reimbursement here.



    Bob Swanson, CPA


    Bowling Green State University

    1851 N. Research Drive

    Bowling Green, Ohio 43403


    w 419.372.8597




  • 4.  RE: Employee meal reimbursement

    Posted 11-09-2018 08:41 AM

    St. Mary's University does not reimburse meals for trips that do not require and overnight stay.


    Sheila Nix

    Director, Accounting Operations

    Office of Finance and Administration

    Finance Office

    The Catholic and Marianist University
    One Camino Santa Maria

    San Antonio, Texas 78228





  • 5.  RE: Employee meal reimbursement

    Posted 11-09-2018 09:59 AM
    Employees may claim one meal on same day trips provided the employee's workday, including travel time, is extended by a minimum of three hours.

    Michael Lewis
    Assistant Director, Procurement Services
    University of Kansas Main Campus

  • 6.  RE: Employee meal reimbursement

    Posted 11-09-2018 10:59 AM
    ​Meals not requiring overnight travel are taxable unless the primary purpose of the meal was to discuss business.
    Actual expenses are allowed, subject to the limits set by the Board of Regents (B = $6, L = $9, D = $16). For domestic travel there is no "per diem" or entitlement to the maximum allowable amounts. If the traveler did not spend the maximum, the traveler should not claim the maximum.

    Patrice Sayre
    Chief Audit Executive
    Board of Regents, State of Iowa

  • 7.  RE: Employee meal reimbursement

    Posted 11-13-2018 08:05 PM
    William Jessup is starting to look at this as well. If your school does not reimburse, do you mind sharing your policy?

    Thank you.

    Diane Ahn
    2121 University Ave, Rocklin, CA 95765
    P (916) 577-2354 | F (916) 577-2350 |

  • 8.  RE: Employee meal reimbursement

    Posted 11-14-2018 07:43 AM

    From our travel policy:


    G. Meals To qualify for personal meal reimbursement, IRS regulations require that an employee must be away from home substantially longer than an ordinary day's work and during the time away from home, need sleep or rest (referred to as the "overnight rule"). Therefore, for same day trips, Grinnell College travelers may not qualify for personal meal reimbursements unless the meal qualifies as a business meeting meal. A business meeting meal requires two or more people in attendance and the meeting must have a business connection. Business meeting meals are generally infrequent and/or unordinary. Dinner drinks may be consumed with a meal but should not exceed a reasonable limit.


    Nancy L. Combs

    Controller & Assistant Treasurer

    Grinnell College

    Old Glove Factory

    641-269-4245 Direct Line

    641-269-9700 Treasurer Office


  • 9.  RE: Employee meal reimbursement

    Posted 11-14-2018 08:48 AM
    Please reply to the group.  We are updating our policies and would love to know what others do.

    Many thanks,

    Wendy S. Starner, MBA
    Franklin & Marshall College
    Associate Vice President for Finance
    PO Box 3003
    Lancaster, PA  17604-3003
    Phone (717) 358-4794