Policy: 201.I-Travel: Meals
Date: 02/06/04 (Updated: 9/25/09)

Statement of Policy:

Meals must be listed daily. If meals, including tip, are over the maximums allowed, a business related justification accompanied by an itemized receipt is required. Times of departure and/or return are required if meals are being claimed on the day of departure and/or the day of return.  Consecutive meal claims are allowed based upon the allowable meals for the day. If meals include additional attendees, an attendance list with UW affiliation and documented Business Purpose of meal is required with the itemized receipt.

When an employee is entitled to, and personally incurs the cost for two or more consecutive meals in a day s/he may exceed the allowed maximum on one or more of those meal claims as desired, as long as the total allowable maximums for the consecutive meals is not exceeded and the costs were actually incurred. Each day is considered separately for application of this policy. If meal maximums are not reached on one day, the savings do not accrue and cannot be applied to expenses claimed on another day, nor toward other travel maximums such as lodging.  Meals already included in the cost of conference registrations, lodging, served on board airlines, etc., are not separately reimbursable and are not to be included in this calculation.

Departure times for meal eligibility while in travel status

  • Breakfast, provided the employe leaves home before 6:00 a.m.
  • Lunch, provided the employe leaves his/her headquarters before 10:30 a.m. and returns after 2:30 p.m.
  • Dinner, provided the employe returns from travel status after 7:00 p.m. or departs his/her headquarters for overnight travel before 6:00 p.m.
Instate Meal Maximums (inclusive of tax and tip)
Breakfast
Lunch
Dinner
Total
$8.00
$9.00
$17.00
$34.00

Out of State Meal Maximums (inclusive of tax and tip)
Breakfast
Lunch
Dinner
Total
$10.00
$10.00
$20.00
$40.00

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Meals for claiming total cost of meals for the day when either:

    1. Travel includes an overnight stay.
    2. Travel does not include an overnight stay, but has a meal with a documented business purpose business purpose (details of the UW business topics discussed and/or business conducted during the meal).

Note: When the traveler is claiming the cost of meals purchased for others, use the expense type Meals-Hosted.

How to enter meals expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • No receipt required, unless maximum is exceeded, which also requires sufficient justification.
  • Combine breakfast, lunch, and dinner on one expense line for each day.
    • The exception to entering meals on a per day basis is when a combination of payment types is used on the same day. Example: Payment is made by personal funds for breakfast and payment is made by corporate funds for lunch on the same day
  • The claim for meals is not a "per diem" and must represent actual, reasonable, and necessary expenses up to the maximum allowable including up to a 15% tip.

Meals

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Location
  • Description: what meals were included (e.g., lunch, dinner; do not use "per diem"). If the trip does not include an overnight stay, include a description of business conducted during the meal.

Use expense type Meals-Hosted when:

    1. Meals are purchased on behalf of others including tax, gratuity, and/or service charges
    2. Include the meal expense including tax, gratuity, and/or service charges for the person requesting reimbursement.
    3. Meals have a documented business purpose that includes details of the UW business topics discussed and/or business conducted during the meal.

How to enter meals-hosted expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Itemized receipts are required.
  • Enter expenses per meal, including applicable taxes, gratuity, and service charges.

Meals-Hosted

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Number of People
  • Location
  • Description: include names of the people for whom meals are being provided, their affiliation, and the business purpose

Use expense type Meals-Taxable for:

Meal costs are in connection with same day travel (no overnight lodging involved) where NO BUSINESS PURPOSE during meals is documented.

Note: A business meal is defined as a meeting that is held during mealtime where the main purpose of the meeting is business and a meal is served. Business meals must have a documented business purpose. In these circumstances, the claimant must document the business purpose (details of the UW business topics discussed and/or business conducted during the meal) as well as the names of those who attended.

How to enter meals-taxable expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • No receipt required, unless maximum is exceeded, which also requires sufficient justification.
  • Combine breakfast, lunch, and dinner on one expense line for each day.
    • The exception to entering meals on a per day basis is when a combination of payment types is used on the same day. Example: Payment is made by personal funds for breakfast and payment is made by corporate funds for lunch on the same day
  • The claim for meals is not a "per diem" and must represent actual, reasonable, and necessary expenses up to the maximum allowable including up to a 15% tip.

Meals-Taxable

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Location
  • Description: what meals were included (e.g., lunch, dinner)

Use expense type Athletic Pre/Post Game for:

Athletics Dept. Use Only: Athletics team pre/post game meals and snacks, including tax, gratuity and/or service charges

How to enter athletic pre/post game expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Receipts are required.
  • Enter meal costs, including applicable taxes, gratuities and service charges in compliance with NCAA requirements.

Athletic Pre/Post

Use expense type Athletics Team Breakfast for:

Athletics Dept. Use Only: Athletics team breakfasts, including tax, gratuity and/or service charges

How to enter athletics team breakfast expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Receipts are required.
  • Enter meal costs, including applicable taxes, gratuities and service charges in compliance with NCAA requirements.

Athletics Team Breakfast

Use expense type Athletics Team Dinner for:

Athletics Dept. Use Only: Athletics team dinners, including tax, gratuity and/or service charges

How to enter athletics team dinner expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Receipts are required.
  • Enter meal costs, including applicable taxes, gratuities and service charges in compliance with NCAA requirements.

Athletics Team Dinner

Use expense type Athletics Team Lunch for:

Athletics Dept. Use Only: Athletics team lunches, including tax, gratuity and/or service charges

How to enter athletics team lunch expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Receipts are required.
  • Enter meal costs, including applicable taxes, gratuities and service charges in compliance with NCAA requirements.

Athletics Team Lunch

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements

Related Documents:

Contacts:

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions

Policy and Procedure Index


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