Meals and Lodging

Out of State Meals and Lodging Guide

Lodging Provisions

State Auditors are suditing sales funds, so treat as a state account.

• Local Funds - Meals
  • All reimbursements are subject to department head or designee approval
  • Employees or prospective employees may be reimbursed for the actual cost of meals.
  • Meals are only reimbursable on overnight trips.
  • Receipts are not required.
  • There is not a dollar limit to means as approved by the department.
  • IRS guidlines require that if a single meal is $75.00 or more a receipt must be included with the voucher.
• State Funds - Meals
  • In State
    • Meals are reimbursed at actual expense not to exceed the allowable rate of $36.00.
    • Meals are only reimburseable for overnight trips.
    • Receipt not required.
    • Tips are not reimbursable.
  • Out of State
    • Meals are reimbursed at actual expense not to exceed the allowable Federal Domestic Maximum Rate for the location. Rates are listed at:http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC
    • Meals are only reimbursable for overnight trips.
    • Receipts are not required
    • Tips are not reimbursable
    • If the city is not listed in Federal Rates then you will need to find out the county that the city is in and use the rate listed for the county. You can use either one of these web sites to find out the county: http://www.indo.com/distance/ , http://naco.org/
    • If the city or county is not listed in Federal Domestic Maximum Rates you will need to figure the Median Rate for the location. Instructions for figuring the Median Rate: https://fmx.cpa.state.tx.us/fm/travel/out_of_state/mediancalc.php