Introduction
Purpose
This procedure ensures compliance with State of North Carolina travel regulations as defined by the legislature and communicates current rates as set by the US General Services Administration (GSA), US Department of State, and Department of Defense as applicable.
Scope of Applicability
This procedure applies to all employees (faculty, staff, employed students, and senior University administrators) and non-employees (non-employed students, independent contractors, and University affiliates).
Procedure
University faculty, staff, students, affiliates, and independent contractors may be reimbursed per diem for meals and incidental expenses (M&IE) incurred while traveling on University business. Per diem is an allowance related to meal costs (including tax and gratuities) and incidental expenses such as tips given to porters, baggage carriers, hotel staff, etc. For the purposes of determining eligibility for per diem, travel status means:
- being at least 35 miles from the employee's normal duty station or home and,
- while traveling, the employee must be acting in their official capacity as required by their work activities.
Reimbursements will be made at the amount authorized based on the location and dates of travel.
University travelers are only eligible for per diem reimbursement when they make an overnight trip. Partial day reimbursement is possible when the partial day is the day of departure or return for a trip, but it must be in conjunction with an overnight trip taken. For employees, Concur will populate the correct per diem rate based on the destination, dates of travel, and meals selected by the employee. For all other travelers, the correct per diem rate will need to be determined as detailed below.
Reimbursement of meals outside of overnight travel is not permitted.
Tax and tips for meals are included in the per diem rate. The cost of meals included in other related activities (registration fees, conference costs, hotel registration, etc.) may not be duplicated in reimbursement requests. A traveler may be reimbursed, if requested, for breakfast even if their lodging establishment offers a free breakfast. Incidental expenses are also included in the per diem rate. The cost of tips paid out of pocket to porters, baggage carriers, hotel staff, etc. may not be duplicated in reimbursement requests.
Per Diem Rates
Effective for travel beginning March 1, 2023, the University will now reimburse meal per diems at the rates set by the US General Services Administration (GSA), US Department of State, and Department of Defense, as applicable.
When traveling within the Continental United States (CONUS), travelers will use the per diem rates set by the US General Services Administration (GSA). Rates for M&IE are updated annually, effective October 1 of each year.
When traveling to Hawaii, Alaska, US Territories, and Possessions, travelers will use the per diem rates set by the Department of Defense. Rates are updated annually or as needed for Local Meals and Local Incidentals.
When traveling internationally, travelers will use the Foreign per diem rates set by the US Department of State. Rates are established monthly for M&IE.
For employees, all rates are loaded in Concur and will populate based on the dates and location of travel, and the meals selected by the traveler for reimbursement. Per diem for first and last day of travel, including incidentals, will automatically be calculated at 75% of the day's total rate.
For all other travelers, the correct per diem rate will need to be determined using the appropriate link above based on the dates and destination of travel. First and last day of travel will be calculated at 75% of the day's total rate, regardless of the traveler's time of departure or time of return.
Definitions
Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information