2016 Reimbursement Allowances for Mileage & Meals

Here are the latest reimbursement rates for UCLA employees who are traveling on business or hosting an entertainment function where meals and light refreshments are part of doing business:

Mileage

Reimbursement Rate

Use of private vehicle for University business travel

Expenses incurred on or after January 1, 2016:
54 cents per mile

Driving or shipping a vehicle in connection with a move or relocation

Expenses incurred on or after January 1, 2016:
19 cents per mile

 

Travel Meals

 

Reimbursement Cap*

For UC business travel within the continental U.S.

Expenses incurred on or after January 1, 2012:
Actual expenses up to $71 per day

Expenses incurred on or after March 1, 2016:
Actual expenses up to $74 per day

 

Entertainment – Hosting an Event

 

Reimbursement Rate for Costs Per Person**

Breakfast

Expenses incurred on or after January 1, 2012: $26

Expenses incurred on or after March 1, 2016: $27

Lunch

Expenses incurred on or after January 1, 2012: $45

Expenses incurred on or after March 1, 2016: $47

Dinner

Expenses incurred on or after January 1, 2012: $78

Expenses incurred on or after March 1, 2016: $81

Light Refreshments

Expenses incurred on or after January 1, 2012: $18

Expenses incurred on or after March 1, 2016: $19

*When the entire length of a trip is fewer than 24 hours:

  • Meals for single-day travel will not be reimbursed unless the travel includes an overnight stay that is verified by a lodging receipt.
  • If no receipt is available, the traveler must include a statement with the travel expense voucher explaining why (e.g., the traveler lodged with a friend or relative, stayed overnight at the airport or took alternative transportation requiring the traveler to be away overnight).
  • An exception to the overnight-stay requirement may be allowed when a traveler incurs a meal expense in connection with a business meeting (e.g., a working lunch scheduled as an integral part of a meeting or conference).

**When planning an entertainment event, keep in mind:

  • A buffet reception — depending on the time of day it is held — is reimbursed at the applicable meal rate. Brunch is reimbursed at the lunch rate.
  • The amounts in the chart include the cost of the food and beverages, labor, sales tax, delivery charges and other service fees. If a reception before a meal includes beverages and hors d’oeuvres, the reception and the meal should be treated as a single event when calculating costs.
  • The costs of room rental, room setup fees, media rental, decorations, etc., are not included in the per-person costs.