The actual cost of meals, including taxes and tips (except where limited by contract or grant), while on Duke business is reimbursable. Travelers should select restaurants which are reasonably priced for the locality. Original receipts are required for all meals regardless of the amount. Duke will not reimburse travelers for snacks purchased in addition to regular meals. Non-alcoholic beverages may be purchased at the traveler's discretion and submitted for reimbursement. A per diem rate is not available for domestic travel.
If a meal is provided by a conference as part of the conference fees and a traveler elects to purchase a meal independent of the conference, such meals will be considered a personal expense and will not be reimbursed.
Alcoholic beverages can not be reimbursed from federal grants or contracts. Meals that include alcohol are considered to be entertainment expenses and must be coded as Entertainment/Social Expenses (693201).
Breakfast will be allowed when the traveler is out of town the night before or when the incurred travel begins earlier than a normal breakfast (7:00am).
Lunch will be reimbursed provided that the trip begins before the lunch hour or 11:00am).
Dinner reimbursement will be made when the trip begins prior to the dinner hour (5:30pm) or when the traveler does not return home until after the normal dinner hour (7:00pm).
The departure and return times should reflect when the payee leaves/returns to home or work. This, in general, is not the departure time/return time of a flight or other ticketed travel. Use military time to indicate departure/return times on the Travel Expense Form.
One-Day Trips (not involving overnight travel)
Business meals for one day trips are not allowed unless the traveler is away from the general area of their principle or regular place of business for a period substantially longer than an ordinary work day. To qualify, the traveler's work day must exceed 12 hours.