![](/img/j/r/jrc1b55i.png)
5
workday is extended three hours or more beyond the regularly scheduled workday. The standard workday for a WSU
employee is 8 hours, making them have to work 11 hours before qualifying for a meal. M&IE cannot be reimbursed if
the place at which the official business is conducted is within 30 miles of the employee’s official station or if a meal is
provided at no cost to the employee. One breakfast, lunch or dinner may be paid, as determined by the department, at
the following percentage of the daily M&IE rate: Breakfast 15%, Lunch 35% or Dinner 50%.
Reduced Meal Allowance for Meals Provided at No Cost to the Employee
A department shall reduce the meal allowance by the amount shown below for each meal provided to an
employee if the
cost of meals is included in the cost of a registration fee or other fees or charges paid by
WSU or supplied without cost
by another party. This includes complimentary breakfasts offered to
employees at lodging establishments, excluding light
continental breakfasts. Reduced percentage of Daily M&IE rate: Breakfast 15%, Lunch 35% or Dinner 50%.
Lodging Reimbursement
Daily lodging rates will be determined SOLEY by the use of the CONUS – U.S. General Services Administration
defined rates found at: https://gsa.gov/portal/content/104877 rates are adjusted bi-annually. Rates for Outside the
Contiguous United States (OCONUS) are found at: https://www.defensetravel.dod.mil/site/perdiemCalc.cfm. Taxes
associated with lodging are not considered when applying the maximum lodging limit to the traveler's lodging rate.
Lodging for only one night may be prepaid with a BPC if a deposit is required.
Lodging expense reimbursement is limited to the lodging establishment's lowest available rate for normal single
occupancy on the day (or days) the lodging expense was incurred. The official receipt from the lodging establishment
must be part of the documentation submitted with the employee's ER. Receipts provided to employees using express
checkout are also acceptable provided that the dates of lodging, the daily room rate and the total lodging charges are in
agreement. Non-itemized lodging receipts are sufficient for reimbursement unless rates are higher than the single rate
and/or include charges in addition to room rate and taxes. Conference lodging is allowed at the actual rate based on the
itemized receipt. Documentation from the conference website listing accommodation details must be submitted with
the ER.
Direct Payment of Lodging
Direct payment to lodging establishments can be made via check on behalf of employees in travel status on official state
business. Advance payment for lodging is not authorized except one night of lodging may be prepaid with a BPC if a
deposit is required. Departments are encouraged to contact the lodging establishment in advance and make
arrangements for the employee’s lodging. Travelers authorized to bill lodging directly to the agency should be specific at
check-in as to the appropriate department to be billed for the charges. Prior to or at the time of checkout, travelers
should pay all charges for meals, room service, personal phone calls, movies, laundry and any other miscellaneous
personal charges. Each payment for lodging expense should include the name of traveler(s), date(s) of lodging, location
of lodging, daily room rate, and purpose of travel. Attach itemized lodging receipt to the ER. Only lodging (lowest
available rate for normal single occupancy) and appropriate taxes (no sales tax within the State of Kansas) should be
paid directly to the lodging establishment.
Reimbursement at a Reduced Subsistence Allowance
A department may pay an employee a reduced amount for M&IE or lodging expense with prior approval of the Budget
Officer. To document approval to pay a reduced subsistence amount, agencies should complete form DA-37, Reduced
Subsistence Allowance, and obtain agency head or designee approval signature and date in advance of the beginning of
the date of the travel event. The employee must be notified of the reduced subsistence rate in advance of the beginning
date of the travel event. A copy of the approved form must be maintained with the support documentation for each
ER within Chrome River.