WSU does not reimburse lodging expenses unless the traveler uses a commercial facility, which is defined by the OFM as:Ī business, nonprofit, or governmental entity that provides lodging accommodations for a fee. The only additional reimbursable lodging expenses beyond the maximum lodging rate are any applicable sales taxes and/or hotel/motel taxes.Įxception: Maximum lodging rates for foreign locations include taxes in the rates.įor lodging documentation requirements, see Receipts. cleaning fees, must be included in the calculation of the lodging per diem rate. (See BPPM 95.19 and the definition of commercial lodging facilities under Commercial Facilities.)Īll related fees for the reservation, e.g. Travelers are reimbursed for actual costs incurred at commercial lodging facilities not to exceed the maximum lodging rates in effect for the location and dates of travel. The traveler attended the function where the meal was served (e.g., chose not to attend the reception provided by the conference).ĭepartments are not required to limit or eliminate meal reimbursements for meals served on airplanes or for continental breakfasts which may be included in the lodging rate or registration fee of a meeting, conference, convention, or formal training session.The meals do not comply with dietary decisions for religious or other optional choices or.This includes meals included in the lodging rate or registration fee of a meeting, conference convention, or formal training session, regardless of whether: Furnished MealsĪ traveler does not receive reimbursement for furnished meals. Reimbursement for meal expenses is allowed when an employee, acting in a custodial or leadership role, must, as part of their official duties, dine with students or other University clients, e.g., coaches dining with student athletes. Reimbursement for meal expenses is allowed in emergency situations when the President determines that employees performing critical University functions must remain at their workstations. See BPPM 70.31 regarding meal expenses for official meetings or training sessions which may be supported by general operating funds, without regard to travel status or the Eleven-Hour Rule, if the conditions and procedures in BPPM 70.31 are followed. Meals at Official Station Official Meetings or Training Sessions Meals purchased during overnight travel are not considered taxable fringe benefits. Taxable meal reimbursements are recorded in payroll processing transactions in Workday as earnings type FMV. Travel Services routes any eligible meal reimbursements for non-overnight assignments through Payroll Services to have the applicable payroll tax withholdings deducted from the employee’s paycheck. Meals purchased during non-overnight travel and reimbursed under the Eleven-Hour Rule are considered to be taxable fringe benefits. (See Reimbursable Meal Periods.) The rate of reimbursement is that of the primary destination of the single day trip. They are not performing these duties as part of their state employment.īe in travel status for the entire University-defined meal period.They are traveling to perform official business as a.( SAAM 10.40.50.b) ExceptionsĪ traveler who has been in travel status for at least five hours may be reimbursed for meal expenses if: Note: The traveler may not stop for a meal just to meet the state-mandated Eleven-Hour Rule. Eleven-Hour Ruleīe in travel status for at least 11 hours. In order for a traveler to be eligible to receive reimbursement for a meal on a single day (non-overnight) trip, they must meet both of the following criteria. Table 2: Ends Travel Status Ends Travel Status (See the following tables.) Table 1: Enters Travel Status Enters Travel Status University-defined reimbursable meal periods are determined by the time the traveler either enters or ends travel status or if they are in travel status for the entire day. When calculating per diem, local time is used throughout the travel status period without accounting for time zone changes. ( IRS Publication 463) The location rate for meals on the last day of travel continues to be that of the location where the traveler last stopped for sleep. Meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. In order for a traveler to be eligible to receive reimbursement for a meal they must be in travel status for the entire University-defined meal period. Meal allowances cover the following costs: Meal expenses are paid to the traveler on an allowance basis not to exceed the rates in effect at the time of travel. See BPPM 95.19 regarding meal and lodging per diem rates applicable to travel. The University reimburses approved actual lodging expenses incurred while on travel status and pays an allowance to the University traveler for meals and incidentals.
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