One-Day Travel Status:
Reimbursement for meal expenses when no overnight travel is involved requires that the meal reimbursement be reported to the IRS as taxable income to the employee unless a business purpose is stated for the meal and a list of attendees is supplied. Meal per diem reimbursement will be based on destination and will be at 75% of the full per diem for one-day travel. Even if a traveler leaves one day and returns after midnight of the next day, one-day travel status applies unless the traveler has incurred overnight lodging.
Flight Comparisons from Anthony Travel/Concur – when are they required?
- When flying from an airport other than the one nearest traveler’s place of business/residence. Comparison with departure from nearest airport.
- When charging federal funds and flight was not booked through Anthony Travel or Concur.
- When charging non-federal funds and flight was not booked through Anthony Travel or Concur AND cost of flight is over $1,000.
- Anytime business travel is combined with personal travel. Comparison needed for business dates of travel only.
- When traveler decides to drive versus fly and the round-trip mileage exceeds 750 miles. Travel comparison needed for same points of origin and destination.
**Highly recommended to utilize Anthony Travel or Concur to book flights**
OCONUS (Foreign) Travel:
Meals, lodging, and incidentals will be reimbursed on a per diem basis, but all other valid business expenses require receipts for reimbursement. Lodging receipts may be required for travel on some types of funds. Written approval from the Budget Executive with consultation with the Financial Officer is required in advance of the trip if either the lodging and/or meal OCONUS travel is to be reimbursed on an actual basis. IRS regulations require that if the actual reimbursement method is approved, all lodging and/or meal expenses for the entire trip must be claimed on an actual basis and supported by receipts. Please note that the traveler is permitted to claim actual expenses for OCONUS without approval or receipts if the actual expenses total less than the permitted OCONUS per diem.
Per IRS, tax implications if personal travel is combined with business travel on international trip if BOTH conditions are met:
- The total period of the trip is longer than one week, and
- At least 25 percent of the trip is personal
Multiple Concur Reports:
When someone else pays for the airfare and the traveler is only claiming hotel, lodging, meal per diem or conference registration on their travel report, the flight itinerary needs to be uploaded in both reports and reference other report.
Agenda/Itinerary Backup:
Reports must show the dates of the conference/meeting. If it does not show the dates on registration receipt search the internet to get the conference itinerary/agenda to attach as backup.
Meals with Other Employees When All Are on Travel Status:
When several employees are on travel status and dine together, the fact that they are dining together does not constitute a business group meal and should not be paid as a business group meal (all attending should pay their share). Since each employee is on travel status, each would have a per diem available and will be reimbursed accordingly. The purpose of the meal in this case is not to conduct business and is not a business group meal.
Field Trips:
When one individual purchases food (groceries) for a group on a field trip, they must have prior approval from the finance office since this is a deviation from standard reimbursement of per diem.
Employee and Non- Employee Travel Forms:
We recommend having employee travelers start using these forms. This would make your job easier. It is mandatory that we have the Non-Employee Travel Form (and NEI forms if applicable) for all non-employee travel reimbursements.
Version Updated: 02/18/2026