ARCHIVED Bulletin: Important Update Regarding Per Diem Rate Calculations (Posted February 12, 2009)
It has come to our attention that there were differences in how we were instructing iOU Reimbursement Originators to adjust per diem rates for meals included in conference registration fees and hotel charges and how the information was presented on the U.S. General Services Administration web site. Please review the information below and follow this procedure to adjust per diem rates in the future.
Deductions for Meals Included in Registration Fees and Hotel Charges
When meals are included in conference registration fees or hotel rates, a deduction must be made from the applicable per diem rate. To determine the appropriate deduction amount by travel location, select "Meals and Incidental Expense Breakdown" from the Domestic Per Diem Rates page of the U.S. General Services Administration web site.
A Stanford business traveler stayed in a Marriot Hotel in Chicago, Illinois. The cost of breakfast was included in the hotel rate. At the time of travel, the maximum daily per diem rate for meals and incidental expenses (M&IE) for Chicago, Illinois was $64 ($12 breakfast, $18 lunch, $31 dinner, and $3 incidentals). Therefore the traveler would adjust the daily per diem rate to $52 ($64 - 12).
- Administrative Guide Memo 36.7 (Section 4e)
- Resources: Per Diem Rates (Reimbursement & Travel sections of the Gateway to Financial Activities web site)
- Policy Notes: Reimbursable Business Expenses (Reimbursement & Travel sections of the Gateway to Financial Activities web site)
- For questions, please contact the Financial Support Center (3-2772).