LHU Subsistence Reimbursements
Overnight travel status
Employees in overnight travel status may be paid for the actual cost of meals and other subsistence expenses, up to maximum rates established by the chancellor. The subsistence rate shall cover meals,
tips, tax, and all other expenses not specifically addressed in this policy, for each 24-hour period spent in a continuous overnight travel status. The travel period begins at any time of day or night that the employee leaves headquarters or residence to embark upon overnight travel on official business. The chancellor may set separate subsistence rates for high cost areas.
For overnight travel not part of a full 24-hour period, the subsistence rate shall be prorated (rounded to the nearest dollar) as follows:
- 0 minutes to less than 3 hours - No reimbursement
- 3 hours to less than 6 hours - 25%
- 6 hours to less than 15 hours - 62.5%
- 15 hours to less than 24 hours - 100%
The maximum allowable reimbursement amount must be reduced for meals provided to the employee at no cost, included in a registration fee, facility rental, or the cost of lodging. The maximum amount must be reduced by the following rates: 21% for breakfast; 21% for lunch; and 58% for dinner.
For non-overnight travel status
An employee who works more than two hours before the normal start of the work day or past the scheduled quitting time in non-overnight travel status will be reimbursed for the cost of a meal, up to the maximum rate established by the chancellor, only if the travel assignment takes the employee 50 miles or more from both residence and headquarters. An employee must state his or her normal work hours on the travel voucher.
Reimbursement for the cost of noonday meals is not
permissible for employees not engaged in overnight travel except as specifically
provided for in this directive or in labor agreements.