How do I get reimbursed for actual meals while traveling?

  • Actual Meals: This is the actual cost of meals/food purchased during travel. When claiming actual meals, travelers should follow the University’s standard daily limit of $75. Exceptions over $150 per day require justification and approval of the Senior Department Finance Approver. Travelers should claim actual meals OR per diems, but not both in one trip (non-employees cannot claim per diems). Select the "Travel Meals Actual" expense item in Workday Expenses. For employees, receipts are not required for meals less than $75. Snacks/coffee/etc. purchased throughout the day can be added to other Actual Meals when expensing.
  • Day Trip* Meals: Day trip meals will be reimbursed for the amount spent and itemized receipts are required. Per diems are not allowed for Day Trips.  Select the "Day Trip Meal" expense item in Workday Expenses. Day trip meals may not exceed the University’s standard daily limit of $75. Exceptions over $150 per day require justification and approval by the Senior Department Finance Approver. Day trip meals are taxable and will be reported to Payroll. The amount will show on your payslip as taxable income and appropriate taxes will be withheld from your salary.  See Also: What is the tax rate and procedure for Day Trip Meals?

*A Day Trip is travel that occurs and is completed in the same day and does not include an overnight stay.

See Also: Food Purchases at UVA