Meals & Incidental Expenses Per Diem
Texas State travelers may receive a Meals & Incidental Expenses (M&IE) per diem on overnight trips for days that the traveler conducts university business outside of his or her designated headquarters. 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, unless:
- required by the department
- required by the funding/grant sponsor
Basis of Per Diem Rates
Maximum Per Diem Rates
Travelers may receive a M&IE per diem amount not to exceed the applicable GSA or DOS rates for in-state, out-of-state, or foreign travel. However, the first and last days of travel may only be paid up to 75% of the applicable 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 rates are provided on the M&IE breakdown page.
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 Expense Report.
An employee may claim the full M&IE per diem if 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 in the Expense Report.
Maximum Reimbursement Rates - State Appropriated Funds
Personal Incidental Expenses Per Diem
The M&IE per diem rates include a nominal amount for personal incidental expenses, such as snacks, tips, laundry, dry cleaning, etc.
Note: Business incidental expenses, such as parking and tolls, are reimbursable in addition to the M&IE per diem. For reimbursement guidelines, please refer to the Business Incidental Expenses Procedures.
- 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 reimbursements 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.