Meals and Lodging

World map

Meals

  • Travelers are asked to report actual, out-of-pocket expenses and may be reimbursed up to the $74/day limit. Meals and incidental expenses for travel less than 24 hours in duration cannot be reimbursed.
  • Expenses above the $74/day allowance will not be reimbursed, and partial days will be reimbursed for the amount claimed by the traveler up to the maximum allowance.
  • Please note that while you are not required to have original receipts for food, you must fill out the Meal Log to breakdown your expenses. The $74/day limit is not a "per diem" and you cannot simply claim the full amount without specifying how much was spent on each meal.
  • If you are a group leader (paying for other's expenses), you must submit original itemized receipts for all meal costs incurred.
  • Per UC Policy, we cannot reimburse for any alcohol purchased, and it is the traveler's responsibility to exclude these costs from the total reimbursement requested.

Lodging

  • Itemized receipts are always required, and should show a $0 balance due.
  • When a traveler lodges with a friend or relative while on official UC business, the cost of the gift to the host/hostess may be reimbursed up to $75 in lieu of lodging. Receipt required.

Foreign Travel

  • Reimbursement is based on State Department rates, which vary by location and are obtained by calling your Contract & Grant Administrator. Rates can also be obtained directly at the following address: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm.
  • Per diem for meals may be claimed for foreign travel without receipts.
  • Lodging costs must be substantiated with original receipts.
  • Actual expenses may be reimbursed with original receipts, up to a maximum of 150% of the per diem rate.