The University of Texas at Arlington

Meals (Contiguous United States)

Meal expenses include food, sales tax, and tips not to exceed 20%. Receipts are not required if meal expenses are $50 per DAY or less. If more than $50 per DAY is claimed for meal expenses, attach the original receipts to the voucher. If a meal is claimed for the traveler and other person(s), the actual meal receipts must be attached to the travel voucher, along with an official occasion form (Exhibit 2-98). Reimbursement for meals includes the following requirements:

1. Alcohol cannot be purchased with funds generated from student tuition, fees or state appropriations.

2. The maximum amount that will be reimbursed per person per meal will be $50, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50. This applies to individuals in travel status as well as those in the Metroplex entertaining guests.

3. Meals will not be reimbursed when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed.

Incidental Expenses (Contiguous United States)

Incidental expenses include tips, laundry, bus, subway, parking and taxi expense. A breakdown by amount with a description is required. Incidental expenses should be reported on Section 3 of the VP5 as other expenses. Receipts are not required if incidental expenses are $40 per DAY or less. If more than $40 per DAY is claimed for incidental expenses, then actual receipts are required.

Lodging

Lodging expenses are reimbursable. All lodging receipts submitted to substantiate claims for lodging should be an itemized original receipt from a hotel, motel or similar commercial establishment. A traveler may pay for, and be reimbursed for, another university employee's or student's lodging expense (unless the travel expense is charged to a state account). The receipt must list the names of the university employees or students included on the receipt. Included in the voucher must be an attestation statement by the employee whose expenses were paid stating they will not submit a claim for travel expenses already reimbursed to the employee who paid the expense. Lodging receipts should show a breakdown by day with the taxes clearly stated. Texas state sales tax will not be reimbursed. A Hotel Occupancy Tax Exemption Certificate (Exhibit 2-95) for Texas State Tax is available for the traveler's use. Other hotel taxes are claimed under Miscellaneous Expense.

Overnight stay required

To qualify for reimbursement for meals or incidental expenses without receipts, an overnight stay is required. For travel that does not require an overnight stay, please see Fiscal Procedure 2-88.

Foreign Travel including Alaska, Hawaii, and U.S. Possessions

Employees are reimbursed for actual meal expenses for foreign travel. If meals and incidental expenses ( M&IE) exceed the maximum rates based on federal travel regulations, receipts are required. The rate schedule for travel to Alaska, Hawaii, Puerto Rico, American Samoa, Guam, Midway, the Northern Marianas, U.S. Virgin Islands, Wake Island, and other possessions outside the contiguous United States may be found at:

http://www.defensetravel.dod.mil/perdiem/

The rate schedule for travel to all foreign countries including Canada and the United Mexican States outside the contiguous United States may be found at:

http://aoprals.state.gov/content.asp?content_id=184&menu_id=78

Alcohol cannot be purchased with funds generated from student tuition, fees or state appropriations.

All lodging expenses will be reimbursed for all travel outside the contiguous United States. Actual lodging expenses will require itemized receipts. Refer to Fiscal Procedure 2-83, International Travel, for guidelines on currency conversion documentation required for international receipts.