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Finance & Administration > FAPolicies > Travel > Meal Allowances  
Meal Allowances
Section:7- Travel
Policy Procedure:7-4.0
Subject:Meal Allowances
Established Date:1/1/2004
Responsible Department:Accounts Payable

The purpose of this statement is to provide the guidelines for reimbursement of the actual cost of meals to any person in a travel status representing MUSC.

General Guidelines

Employees of the Medical University of South Carolina traveling on state business shall, upon presentation of paid receipts, be reimbursed for actual expenses incurred for meals. The maximum reimbursement for three meals is $25 per day for in-state travel and $32 per day for out-of-state travel.

When a traveler is entitled to reimbursement for fewer than three meals, the following limits apply:

Single Calendar Day Travel
When an employee is traveling in or out of the state in a single calendar day, the following time schedule will be adhered to for determining the maximum amount of subsistence which may be reimbursed.





A. Before 6:30 a.m.

1. After 11:00 a.m. (Breakfast)
2. After 1:30 p.m.
3. After 8:30 p.m. (Supper)







B. 6:30 a.m. or after and before 11:00 a.m.

1. After 1:30 p.m. (Lunch)
2. After 8:30 p.m. (Supper)





C. 11:00 am. Or after and before 5:15 p.m.

1. After 8:30 p.m. (Supper)



The costs of meals will be reimbursed up to the maximum amount as provided for in the single calendar day schedule above. The time limitations for breakfast will not apply for overnight trips when returning .

No reimbursement shall be made for meals within a ten (10) mile radius of the employee's official headquarters or residence.

If actual expenses for meals exceed the maximum daily allowance cited above, the net difference may be paid using retained funds. In such instances, original receipts must be attached to the Travel Reimbursement Voucher. If they are not, it is the policy of the Accounts Payable Office to deduct those amounts and process the remaining authorized expenses on the Travel Reimbursement Voucher until documentation can be obtained. When receipts are later located, please resubmit them on a copy of the original Travel Reimbursement Voucher. Meals included as part of a registration fee will not be reimbursed and must be deducted from the State meal per diem. In order to document this, a copy of the event agenda and/or brochure must be submitted with the travel reimbursement voucher.

Employees required by the institution, as a part of their official duties, to attend statewide, regional or district meetings within the area in which the employee is headquartered, may receive reimbursement for the cost of meals served at such meeting. At least 75% of those attending the meeting must be employees of other agencies or outside organizations. Meetings of boards, commissions, and committees are not considered statewide, regional or district meetings. If the meal costs referenced above exceed the maximum daily allowance, itemized receipts must be attached to the Travel Reimbursement Voucher in order to receive reimbursement.

Page last updated: 12/11/2014

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