TRAVEL POLICY AND
    PROCEDURES MANUAL

DOMESTIC MEAL PER DIEM

The full per diem rate is allowed when an employee is traveling for at least 24 hours. One half the per diem rate is allowed when travel status is at least 12 consecutive hours but less than 24 hours.

• The domestic per diem rate includes meals and incidentals.

Incidental Expenses
 A. Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries.
 B. Transportation between places of lodging or business and places where meals are taken.
 C. Mailing cost associated with filing travel vouchers and payment of Government charge card billings.

• Travelers may use the domestic per diem rate or actual domestic expenses provided they are less than the total allowable per diem rate.

• For travel in certain high rate cities within the United States listed below, the per diem rate is $71 per day.  The high rate city list is per the U.S. General Services Administration (GSA) highest tier per diem rate cities.

• For travel in all other cities within the United States, Canada and Mexico the per diem rate is $46 per day. United States territories and possessions (Guam, Puerto Rico, and the U.S. Virgin Islands) also must use the domestic rate.

• The full day per-diem allowance will not be granted to travelers that are provided meals as part of their official university business. Overnight half day per-diems are not subject to adjustments for meals provided. The value of any meals provided while on travel status should be subtracted from the full daily meal per diem rate based on the following schedule:

Meal Provided

Amount to subtract
for $71.00 cities

Amount to subtract
for $46.00 cities

Breakfast

$12.00

$ 7.00

Lunch

$18.00

$11.00

Dinner 

$36.00

$23.00

Incidentals

$ 5.00

$ 5.00


 
Listing of cities within the United States with a $71 per diem allowance

State

Primary Destination

 

State

Primary Destination

AZ

Phoenix

 

RI

Bristol

AZ

Scottsdale

RI

Jamestown

CA

Los Angeles

RI

Middletown

CA

Monterey

RI

Newport

CA

Palm Springs

RI

Providence

CA

San Diego

TX

Austin

CA

San Francisco

TX

Dallas

CA

Santa Monica

TX

Houston

CA

South Lake Tahoe

UT

Park City

CA

Truckee

VT

Manchester

CA

Yosemite National Park

VT

Stowe

CO

Aspen

WA

Seattle

CO

Telluride

CO

Vail

CT

Bridgeport

CT

Danbury

DC

District of Columbia

FL

Boca Raton

FL

Delray Beach

FL

Jupiter

FL

Fort Lauderdale

FL

Key West

ID

Sun Valley

ID

Ketchum

IL

Chicago

LA

New Orleans

MA

Boston

MA

Burlington

MA

Cambridge

MA

Martha's Vineyard

MA

Woburn

MD

Baltimore City

MD

Ocean City

MN

Minneapolis / St. Paul

NM

Santa Fe

NV

Las Vegas

NY

New York

NY

Melville

NY

Riverhead

NY

Ronkonkoma

NY

Tarrytown

NY

New Rochelle

NY

White Plains

PA

Pittsburgh

Questions may be referred to the Travel Unit of the Controller’s Office at 545-0806
Per diem memo of 12/14/2011 (pdf)

 

BUSINESS MEAL EXPENSES

Documentation for business meals must include a statement of business purpose and a list of attendees in order to meet University and IRS guidelines.

 

ALCOHOLIC BEVERAGES

The use of alcohol for business entertainment purposes is highly discouraged and only allowed in special circumstances.

 

INTERNATIONAL PER DIEM

International travelers may use the U.S. Department of Defense Foreign Per Diem rates. International per diem rates can be used to obtain reimbursement for authorized travel outside the United States, Canada and Mexico. The domestic per diem applies to all travel in Canada, Mexico and United States territories. The U.S. Department of Defense Foreign Per Diem rate is broken down into maximum lodging, local meals, and local incidentals so the applicable categories can be applied.

The current federal per diem rate is applicable to international travel and may be used in all cases of international travel unless the traveler chooses to request reimbursement for actual expenses. In this case, receipts may be submitted with the printed Expense Report but cannot exceed the per diem rate.   If a traveler chooses the per diem rate method and does not want the full amount, he/she must indicate the allowable and the actual being requested.  The value of any meals provided while on international travel status should be subtracted from the daily meal per diem rate. 

 

Partial Day Per-Diem (Domestic and International)

The full per diem rate is allowed when an employee is traveling for at least 24 hours. One half the per diem rate is allowed when travel status is at least 12 consecutive hours but less than 24 hours. UMass does not allow per diem when on travel for less the 12 hours.  The per-diem calculation is driven by the number of hours away on travel with each 12 hour period increasing the amount by a half day per-diem.  The following can be used as a guide when calculating per-diem:

     Travel                   Per-Diem
Hours:Minutes           (Days)
  0:00 to 11:59       =   0.0
12:00 to 23:59       =   0.5
24:00 to 35.59       =   1.0
36:00 to 47:59       =   1.5
48:00 to 59:59       =   2.0
60:00 to 71:59       =   2.5
72:00 to 83.59       =   3.0
84:00 to 95.59       =   3.5
each additional
12 hour increment = +0.5

Example: Trip departure on 7/1 5:00AM with a return time of 7/2 10:00PM can be reimbursed for up to 1.5 days per diem not 2 days for the 41 hour trip.

The U.S. Department of Defense Foreign has a Per Diem Rates Query available on-line at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. Selecting the appropriate country from the “OUTSIDE CONUS, Non-Foreign Overseas and Foreign” inquiry section will return rates by city and rate for all “Other” when a specific locality is not listed.

 


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Last Updated: 09/11/12