Whether a meal is considered a travel expense, a hosted business meal, or a guest/non-employee expense affects how it is reimbursed and reported. Use the guidance below to help determine the correct process.
Travel Meals
Travel meals are individual meals purchased by a U-M employee while traveling on university business.
- Employees pay out of pocket and claim per diem after travel through Emburse Enterprise.
- Per diem is a daily meal allowance based on U.S. GSA rates for the travel destination.
- Receipts are not required.
- Meals shared with other U-M employees while traveling are still considered travel meals unless they meet the requirements for business hosting.
Business Hosting
Hosted business meals are meals involving two or more individuals where a documented university business purpose is conducted with guests, colleagues, donors, recruits, or other participants.
- Reimbursed or expensed at actual cost, not per diem.
- Receipts are required for expenses of $75 or more.
- Subject to per-person meal limits posted on the Expense Reporting website.
- Meal limits include tax, gratuity, and delivery fees.
Note: If a hosted/business meal occurs while an employee is traveling on university business, the applicable per diem meal allowance must be reduced by marking the meal as provided.
Visiting Guests and Non-Employee Meals
Meals for visiting guests and other non-employees (including students) are handled differently from employee travel meals.
- Reimbursed or expensed at actual cost, not per diem.
- Subject to hosting meal limits
- Reimbursed through a Travel Business Hosting Expense Report (TBHER).
Departments may alternatively provide a per diem to guest travelers, provided the amount does not exceed the applicable GSA rate.