Meal & Incidental Expense Per Diem
Updated: 05/25/2010 M&IE Rates for First & Last Day of Travel
Updated: 06/21/2010 Adjusting M&IE for Meals Provided
Updated: 02/01/2014 New Rates Beginning October 1, 2013
Texas State travelers may receive meals & incidental expenses (M&IE) per diem on overnight trips for the days that the traveler conducts University business outside of his or her designated headquarters. Travelers may also receive M&IE per diem for the day before and after official business begins and ends if it is reasonable and necessary. M&IE per diems are intended to supplement, not fully compensate, the meal costs and personal incidental expenses incurred while traveling on official University business.
- Must have an overnight stay outside of designated headquarters
- Requires no receipts
Basis of Per Diem Rates
Maximum Per Diem Rates
Travelers may receive M&IE per diem not to exceed 75% of the approved rates for in-state, out-of-state or foreign travel for the first and last days of travel. For travel dates in between, per diem may be paid at 100% of the approved U.S. GSA or DOS rates.
Adjusting M&IE for Meals Provided
- A meal provided to an employee, either directly from Texas State or as a result of Texas State paying a registration fee or other cost which allows the employee to attend a conference or other event, must be deducted from the daily M&IE per diem when filing the travel expense reimbursement form. The current meal-by-meal breakdown is provided in the U.S. GSA meal-by-meal chart.
- A meal provided by a common carrier or a complimentary meal provided by a hotel/motel does not affect the daily M&IE per diem.
- An employee may claim the full daily M&IE per diem allowed under Texas State travel policy if:
- Specific approval to claim the full M&IE allowance because of medical requirements or religious beliefs was obtained from the account manager prior to departure; and
- Reasonable efforts to make alternative meal arrangements were attempted, but were unable to do so.
- These requirements must be documented and included with your travel reimbursement request.
- An employee may claim the full M&IE per diem if they are unable to take part in the Texas State-furnished meal due to the conduct of official Texas State business. Official business must be documented and included with the travel reimbursement request.
Maximum Reimbursement Rates - State Appropriated Funds
Personal Incidental Expenses Per Diem
- For a faculty or staff sponsor traveling with a student group, refer to Student Group Travel Procedures for policies regarding group travel reimbursement.
- Refer to Meal Allowances for Non-Overnight Travel Procedures for procedures when frequent travelers do not have an overnight stay while conducting official business.
- Refer to Business Meal Reimbursements Procedures for eligibility of actual meal reimbursements when conducting official business. Eligibility for business meal reimbursement must include a list of non-university guests and a description of the business purpose. One or more university officials dining together does not constitute a business meeting.
- Meals and Incidentals Expenses (M&IE) per diem rates may not be decreased to increase allowable lodging rates.