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Per Diem Allowance

The University provides per diem allowance to staff while traveling on official business for the University at the rate paid by the General Services Administration (federal CONUS and OCONUS rates) based on location of University business.

Per diem allowance (Also referred to as Fixed Meals, Meals & Incidental Expenses (M & IE) or subsistence.) is a fixed amount of daily reimbursement provided for meals, tips to waiters/waitresses, bellhops (when delivering room service), etc.; and is paid to the traveler after the trip.  Per diem allowance begins the day the traveler departs for the business through the day of return as long as all days in between are business related.

Per diem allowance is be paid at the rate applicable to the University-related business location.  On the day travel ends, (traveler returns to official station) the rate will be the same as the preceding calendar day or last place of business.

Generally travel begins the day prior to business and ends the day after end of business. The department head may authorize an additional rest period at the beginning of business (not greater than 24 hours) if the flight plus stopovers is greater than 14 hours, the destination is foreign travel, airfare is coach/economy, and follows a direct usually travelled route (no pesonal destinations). When a rest stop is authorized the applicable per diem rate is the rate for the rest stop location.

Any meals provided should be deducted according to policy.

All other reimbursable expenses are listed in Reimbursable Miscellaneous Expense table.

Some examples of items to be paid from the per diem allowance:

Meals (food, snacks, coffee, etc) Tips (restaurants or hotel room service)
Telephone Calls (Other than official business) Additional beds for non-employees
Laundry or Dry Cleaning (less than 4 consecutive days) Pressing or Freshening of Clothing
Use of Appliances in Rooms Television/Entertainment Equipment
In-Room Movies & Games Locksmith Fees - (Example: locked keys in car) Personal or Rental Vehicle
Late Check-Out Fees

Travel Insurance

Speeding tickets  (Personal or Rental Vehicles)

Parking Tickets  (Personal or Rental Vehicles)

 When does my subsistence entitlement start/stop?

Subsistence entitlement starts on the day the traveler departs from the traveler's official station or home and ends on the day of return to official station or home.  This is for all types of travel.  Any personal/non-business days should not be included. Weekends are allowable if the business spans Saturday and Sunday.

How much subsistence will I receive on my departure and returning day?      

Effective for travel on or after July 1, 2012, on the first and last travel day, travelers are only eligible for 75 percent of the total M & IE rate for the University-related business travel location.  

When travel is

Your allowance is
(M & IE rate is based on location of University-related business)

12 or more hours but less than 24 hours

75 percent of the applicable M&IE rate for each calendar day you are in a travel status.

24 hours or more, on

The day of departure

75 percent of the applicable M&IE rate.

Full days of travel

100 percent of the applicable M&IE rate.

The last day of travel

75 percent of the applicable M&IE rate.

 

DOMESTIC TRAVEL FOREIGN TRAVEL SAME DAY TRAVEL
OVERNIGHT OVERNIGHT NO OVERNIGHT STAY

 

Domestic Travel -- Overnight

Subsistence for overnight travel on University-related business is based on federal per diem rates for the Continental United States (CONUS) and Outside the Continental United States (OCONUS).   This includes travel inside the State of Indiana.

Subsistence entitlement starts on the day the traveler departs from his/her home, office, or other authorized point and ends on the day of return to home, office or other authorized point.

Definition of Domestic Travel

Domestic travel includes travel within and between any of the 50 States of the United States and its possessions and territories.  For travelers who live outside the United States and it possessions, domestic travel is that travel performed within the travelers' own country.

  1. To Find the Domestic Subsistence Rate:

    1. Open CONUS Website - (Use Drop Down for Prior Years back to 1997)
      (NOTE:  See letter D below to find rates for Alaska, Hawaii, & U.S. Territories)

    2. Select year of travel

    3. Click on the state where the city is located.

    4. Use side scroll bar to locate city.

    5. Per diem rate is found in the Meals & Incidental Expense (M&IE) Rate column

    6. If city is listed, use the applicable M & IE rate.

      • If the city is not listed, it may be located in one of the counties listed in the Counties column.  (See B-What if I can't find the City at the CONUS website?)  

  1. What if I can't find the City at the CONUS website?

    If your city is not listed on the per diem rate listing under Primary Destination, it may be a city in one of the counties listed under the County column.

    To Find the subsistence rate of a city in a County:

    1. Enter the name of the city n the 'Search by City, State or Zip Code (current fiscal year)' box above the blue United States map. Do not enter the state name. Click on 'Find Per Diem Rates'
      Example: Enter Hillsboro, NOT Hillsboro, Indiana or Hillsboro, IN

    2. Use the dropdown to select the state

    3. Click on 'Find Per Diem Rates' button.  This will bring up the M & IE for the city you entered and the county it is located in.

    4. If the city is not located in one of the counties listed in the 'County' column, the rate will come up as the Standard Rate. 

  1. What if neither the City or County are listed in the CONUS list?

    If the city or county cannot be found, use the Standard CONUS M&IE rate.  This is found in the first row of the per diem rates for each state.  Rates are in effect Oct 1 through Sept 30.  

      D.  How do I find rates for Alaska, Hawaii & U.S. territories & possessions?

  1. Go to Department of Defense Per Diem, Travel & Transportation Allowances

  2. On the right-hand side of the page under 'OUTSIDE CONUS,Non-Foreign Overseas and Foreign', use the dropdown boxes to select country/state and date of travel (under Published).

  3. Click on 'EXECUTE'

  4. IMPORTANT:  Add amount in 'Local Meals' and 'Local Incidental' columns to arrive at the correct per diem rate.

Foreign Travel -- Overnight

ATTENTION FOREIGN TRAVELERS:

All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS) set by the U.S. General Services Administration unless the source of funds requires the travel be reimbursed using state foreign travel reimbursement rates.

Definition of Foreign Travel

Foreign travel is defined as travel to, between, or within countries 'outside' the United States and its territories and possessions.

The department head may authorize a rest period not in excess of 24 hours at either an intermediate point or at the traveler's destination if:

  1. Either origin or destination point is OCONUS (outside the continental United States);
  2. Scheduled flight time, including stopovers, exceeds 14 hours;
  3. Travel is by a usually traveled route; and
  4. Travel is by coach-class service

If the traveler has authorization from the Director of Procurement Services to use a higher class airfare, they are not eligible to be reimbursed for the rest period expenses.

Per diem allowance is a fixed amount of daily reimbursement provided for meals, tips to waiters/waitresses, bellhops (when delivering room service), etc.; and is paid to the traveler after the trip..  

  • MPer diem allowance will be paid at the foreign business destination rate from the time an individual leaves their official station until they arrive back at their official station as long as no personal days are included.  

  • Per diem allowance will be paid each day at the University business destination rate. On the day travel ends, (return to official station) the M&IE rate will be the same as the preceding calendar day.

  • Hours of departure and arrival recorded on the expense report must be those of the standard time at the place involved. When the International Date Line is crossed, actual elapsed time will be used rather than calendar days. 

  • Stops involving business within the United States including Alaska & Hawaii, to or from a foreign destination will be paid at the domestic subsistence rates for the time at/between the domestic stop and their official station.  

  • Layovers will continue to be paid at the foreign business destination rate unless lodging is obtained.

State Travel Per Diem Rates

State travel regulations are defined as the policies established by the Department of Administration and approved by the State Budget Agency.  All travel required to follow state regulations will be reimbursed at the approved state rates. 

For other information about traveling reimbursed using state funds go to the State Funded Travel.

A subsistence rate will be reimbursed as follows:

DOMESTIC

In-State Out of State
(Including U. S. Possessions)
$26.00 $32.00

FOREIGN

Japan Korea Taiwan China France Great Britain Germany Netherlands Singapore
$90.00 $85.00 $85.00 $65.00 $65.00 $65.00 $65.00 $65.00 $65.00

 The maximum allowable reimbursement rates for travel in all other foreign countries is $50.00.

Deductions for meal provided when state per diem rates  (domestic and foreign) are used:

  • 25% breakfast
  • 25% lunch
  • 50% dinner

Same Day Travel

'Same Day Travel' is when the traveler is in travel status 12 hours or more, returns to the official station in less than 24 hours. Some 'same day' travel may take the traveler out of state and/or they may not return until the early morning hours of the next day, but length of the travel event is less than 24 hours, so it is considered 'same day' travel.

                       When travel is 

                           Your allowance is
(M & IE rate is based on location of University-related business)

12 or more hours but less than 24 hours

75 percent of the applicable M&IE rate

 

If Registration Fee for same day travel includes meals, or the traveler is furnished meals gratis, the standard deduction for these meals should be reflected in the reimbursement request.

Any required same day business travel on Saturdays, Sundays, Holidays, will be reimbursed if travel is 12 hours or more.

Part-time employees or employees interrupting vacation leave for a morning or evening meeting would not qualify for meal allowances if travel is less than 12 hours.