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<br />49 | Page <br /> <br /> 2. Incidental expenses, including: <br />a. Fees and tips given to wait staff, baggage carriers, maids, and <br />b. Transportation and tips between places of lodging or business and places <br />where meals are taken, if suitable meals can’t be obtained at site. <br /> <br />Meals for which the City pays directly, such as meals included in a conference registration fee <br />or as part of airfare, or hotel costs, must be excluded from per diem and will not be further <br />reimbursed. The Traveler must note on the expense claim if a meal is included in the cost of <br />the travel fare, conference fee, or hotel lodging. If a lodging facility provides a hot breakfast, <br />the breakfast allowance is excluded from the per diem amount. This provision does not apply <br />to “continental breakfast”. When the Traveler receives a meal at no cost, the Traveler is not <br />eligible to be reimbursed for that meal and that meal allowance must not be included in the <br />combined total. On “travel days”, defined as the first and last day of travel (departure and <br />return), per diem amount equals 75% of total M&IE regardless of departure time. <br />Reimbursement may be allowed if the Traveler has special dietary needs that cannot be <br />accommodated by the available meal options included in the conference registration or event <br />programming. The Department Head reviews the circumstances and determines when <br />reimbursement is warranted. <br /> <br />If actual expenses exceed the applicable per diem rate, the excess amount is a personal <br />expense of the Traveler. If actual expenses are less than the per diem rate, the Traveler is not <br />required to refund the difference to the City. <br /> <br />If Traveler travels on a conference day, Traveler is allowed the full per diem regardless of <br />departure time. <br /> <br />Travelers should NOT submit receipts for any meal purchases when requesting overnight <br />travel reimbursements. A City assigned purchasing card may NOT be utilized to pay for meal <br />expenses requiring overnight travel. <br /> <br /> Documentation: Receipts are not required for M&IE <br /> <br />Example 1: Traveler travels to Orlando, FL for a 3-day conference and travels the day before <br />and after the conference. Lunch is provided for all 3 days. Below is the per diem breakdown for <br />Orlando based on the GSA schedule: <br /> <br /> <br /> <br />Traveler’s allowed per diem per day for days 2-4 is $44: <br /> <br />$59 M&IE Total <br />$15 Lunch <br />$44 Allowed per diem per day <br /> <br />Since lunch is provided, lunch allowance is deducted from the total and Traveler is allowed $44 <br />per day for days 2-4. On travel days, day 1 & day 5, the Traveler is allowed $44.25 per day as <br />found on the schedule.