Meal and lodging rates differ depending on location. SFA’s Concur Module reflects the current reimbursement rates for domestic and international locations. The General Services Administration per diem rates are used to determine the meal reimbursement rates for specific locations. These reimbursement rates are automatically calculated when the travel request and/or expense report are entered into Concur.
Regardless of location, meals are reimbursable only for trips that include overnight travel. Meal receipts are not required for reimbursement, except in the case of student or other group travel and business meals. Concur also provides per diem rates for international travel so receipts are not required for international travel except in the event of student, group, team, or business meals that require reimbursement of actual cost. Refer to the Travel Guidelines or contact the travel office for further information about meal receipt requirements for these situations.
Meal Reimbursement Rates
In-state and out-of-state meal reimbursement is determined by the destination or the standard rate listed by GSA.
Meals are reimbursable for partial days of travel (with an overnight stay) as stated below. The first and last day of travel will be calculated at 75% of the per diem. The traveler must be away from his/her designated worksite on official business the entire time period to be eligible for per diem for that meal:
- Breakfast 6 to 8 a.m.
- Lunch 11:30 a.m. to 1:30 p.m.
- Dinner 6 to 8 p.m.
Per diem meal claims must coincide with leave and return time of their itinerary submitted within Concur. Guidance on how to claim per diem meals appropriately can be found through Travel-Concur training.
Please note: lodging receipts are required for reimbursement.
Domestic Lodging Reimbursement Rates
The GSA per diem rates are used to determine domestic lodging reimbursement rates for specific cities/counties. If a location is not listed as a primary destination on the rate tables, the allowable limit reverts to the standard rate listed in the GSA tables.
When the actual lodging amount exceeds the allowable per diem, the excess may be charged to a department account (FOP) upon Account/Financial Manager approval. This excess amount, including associated taxes, is entered on the travel expense report as “Lodging Exceeds” expense type. The Lodging Exceeds Calculator may be used to calculate the amount to enter. The Lodging Exceeds calculation must be attached to the travel expense report.
SFA is exempt from paying State of Texas Hotel Occupancy Tax. Therefore, travelers must provide a Texas Hotel Occupancy Tax Exemption Certificate to the vendor for lodging. Employees will not be reimbursed for the state portion of the hotel occupancy tax.
Many states provide sales/hotel tax exemptions. Travelers should check the Tax Exemption web page to determine whether out-of-state meals and lodging are exempt from taxes.
Chapter 300, Part 300-3—Glossary of Terms in the Federal Travel Regulation under Per Diem Allowance describes Incidental Expenses as “fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.” These expenses are included in the daily meal per diem rates and are therefore not eligible for additional reimbursement.