Updated Policy and Procedure for 806.1 – Reimbursement for Meals and other Travel Expenses

SBHE updated policy 806.1 – Payment or Reimbursement of Meals and other Travel or Institutional Expenses in February, 2021.  Some of the changes are minor, but some of the changes impact historical practices and what we are allowed to pay for as it relates to meals.  We have worked extensively with the ND University System Office to ensure we understand the interpretation of the policy changes and wanted to share the areas we believe most impact the institution.

Please review the Policy and Procedure for 806.1 – Payment or Reimbursement of Meals and other Travel or Institutional Expenses, for a complete view of the policy.

There are many changes on how UND has been reimbursing meals, we have updated the Meal Table on the UND Finance website for a reference on what items are allowable.  Please reference the number on the meal table when submitting an expense for payment.

Below is a summary of the changes that most impact UND.  This summary is not intended to address the entire policy, but provides a summary of the most significant changes.

Changes to the Procedures that affect UND

MEALS

• A guest/speaker from outside of UND will need to attend the meeting for a group meal to be reimbursed.  The receipt will need to list the people attending including the guest.
• Structural system sponsored or cross- institutional meetings with employees, snacks and non alcoholic drinks are allowable for reimbursement.  This would be a meeting with NDUS or another institution in ND.
• Events that require attendance as part of the employee’s duties are allowable.  Example: retreat, community event required by supervisor, etc.
•  A cake and non alcoholic drinks are allowable for a retirement party.
• Meals are taxable to an employee if there is no overnight trip.  The exception would be during emergency and the Chief Institutional Executive Officer or designee will need to sign off of the meals.
• Documentation required for payment or reimbursement of meals for a conference, seminar or other meetings must include:  nature of the event, location, date and approximate time, meals served, and itemize receipts or invoice indicating approximate number of meals provided.

AIRLINE EXPENSES

• The State of North Dakota participates in a discount with Delta Airlines.  Tickets should be booked using the “Delta EDP” link and purchased on the UND purchasing card.  Employees will only be reimbursed for the first piece of checked luggage.  Reimbursement for use of personal miles or other awards is not allowable.

RENTAL OF CAR

• When renting a car in lieu of a taxi or ride sharing service, the employee is required to submit documentation justifying the reason of the car rental.

NON-NDUS EMPLOYEE TRAVEL

• All travel expenses will be reimbursed at the same rate as state employees, unless it is negotiated through a contract.  The per diem rate is $35.00 a day and the hotel rate is at $86.40.

CANCELLED TRAVEL

• Expenses related to travel that are cancelled or changed for business reasons will be reimbursed to the employee.

Karla Mongeon-Stewart, Associate Vice President for Finance

Laura Nelson, Director of Finance, Procurement & Payment Services