Meals during Travel

What do I do if my meal costs more than the allowed subsistence amount?  Do I get breakfast if I leave home at 8:00 a.m. for a trip?  Does the subsistence include tips? 

Many questions arise regarding meals during travel and below are some helpful tips to keep in mind.  

  • If the traveler departs before 6:00 a.m. and extends the workday by two hours, breakfast ($8.00) can be reimbursed.
  • If the traveler departs before 12:00 p.m. or returns after 2:00 p.m., lunch can be reimbursed ($10.45).  Lunch is not reimbursed for one-day trips.
  • If the traveler departs before 5:00 p.m. or returns after 8:00 p.m. and extends the workday by 3 hours, dinner can be reimbursed ($17.90 in-state, $20.30 out of state). 
  • Tips are included in the subsistence rate and are not reimbursed separately.
  • If requesting subsistence rates for reimbursement, no meal receipts are required.
  • If the traveler’s meal exceeds subsistence, an itemized receipt, business purpose, and a discretionary fund for the amount that exceeds the subsistence rate must be provided.
  • If the traveler hosts a meal with guests and the meal exceeds subsistence, an itemized receipt, Food, Beverage, and Amenity Expense Documentation Form and a discretionary fund for the amount that exceeds the subsistence must be provided.
  • Departure and return times for meal subsistence should be based on when the traveler departs or returns to their home or duty station.

For travel questions, please contact travel@uncc.edu.

Thank you,
Travel & Complex Payments Team

References:    
Travel & Complex Payments
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