Travel regulation changes

The University recently received information from the Board of Regents office about changes to the State Travel Policy as published by the State Accounting Office in cooperation with the Governor’s Office of Planning and Budget. These changes relate to meal per diem during overnight travel and online accommodation booking services. If you have any questions or concerns related to these changes, please contact the

COE Business Office

(706-542-7486).

Online booking services for accommodations:
On occasion, University travelers have sought approval to use online booking services for private residences, such as VRBO, HomeAway, Airbnb and other similar type service providers to secure lodging accommodations for business related travel. Recently, the University has received notification and guidance that although these rentals potentially may be less than the cost of a hotel, utilization of a private residence is prohibited by Section 3.1 of the State Travel Policy.
The Board of Regents Office also confirmed with the State Accounting Office that any rental of a private residence is prohibited and the University has been advised to discontinue using these on-line book services.

Meal per diem during overnight travel:
The University has confirmed with both the Board of Regents Office and the State Accounting Office that the meal per diem changes noted below are correct and were issued for compliance purposes because the state’s travel policy is statutorily tied to the General Services Administration (GSA) methods for calculating per diem reimbursements. GSA’s policy reads, “For meals provided on the day of departure and the last day of travel, you must deduct the entire allocated meal cost from the decreased M&IE rate.”

The policy change impacts the calculation of meal per diems on a travel departure or return day when an employee is traveling overnight. Previously the policy deducted the cost of any meals provided in conjunction with travel events, such as a conference provided meal, from the total daily per diem prior to the 75% proration. For example, if the per diem allows a $28 total reimbursement for all meals, and lunch was provided at no cost on a travel departure or return day, the allowable reimbursement for that day would be $15.75 [($28 – $7 lunch) *.75 = $15.75)].

The new policy that will be effective for the University on November 1, 2016 uses the 75% proration prior to the meal deduction as required by GSA. When meals are provided to an employee in conjunction with events on a travel departure or return day, the full meals per diem reimbursement rate is reduced by the amount of the provided meal(s) after the 75% proration. For example, if the per diem allows a $28 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $14 [$28 .75= $21 less $7 lunch = $14.00].