Business meal limits

• The GSA fixed rates set limits on business meals based on per diem determinations. These rates are pre-set in the University’s Expense Reporting System, Emburse.
• Business meals may be reimbursed up to 150% of the base GSA  rate, inclusive of all taxes, tips and service fees. 
• If a business meal exceeds 150% of the applicable meal per diem rate, the overage must be placed on local funds or deducted from the reimbursement request submitted in Emburse.

Alcoholic beverages

• • Circumstances under which alcohol may be served at the University is published in VCU Policy Program Home: Alcohol and Other Drugs. 
    • Pursuant to VCU Policy, any alcohol purchases for University related events can only be paid with local or private funds
    • Pursuant to VCU Policy, an Alcohol Authorization Agreement form must be requested and completed for any event involving the purchase or serving of alcoholic beverages.

Per diem meals

• Incidental Allowance -The incidental allowance included in the daily per diem amount is designated for  typical gratuities associated with travel, i.e. wait staff, housekeeping, or porter tips. Reimbursement of these expenses as separate items is not permitted when claiming per diem. 
• Proration and Reductions

On travel departure and return days, 75% of the daily per diem amount is paid.

Per diem is based the location per diem where the night was spent as follows: 

• Departure Day:  Where the traveler spends the night. 
• Return Day:  Where the traveler spent the night before returning home.

When meals are provided, the applicable meal per diem (breakfast, lunch, dinner) must be reduced by the amount shown for the applicable meal on the Government per diem rate charts.

When meals are provided on a travel departure or return day, the full day’s per diem rate will be reduced by the full amount of the provided meals, and  followed by prorating the balance by 75%. Emburse will calculate appropriate meal reimbursements.

Other food purchases

For food and beverages purchased at a grocery store, discount warehouse or convenience store which falls outside of vendor-provided services or outside of a prepared meal establishment, the rules are as follows:

• You must enter using the Business Meal tile in Emburse.
• You must use the GSA breakfast rate to determine allowance per person.