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 January 1 - June 30, 2011: Expenses incurred July 1 - December 31, 2011: |
Driving or shipping a vehicle in connection with a move or relocation | Expenses incurred January 1 - June 30, 2011: Expenses incurred July 1 - December 31, 2011: |
Travel Meals |
Reimbursement Cap* |
For UC business travel within the continental U.S. | Actual expenses up to $64 per day |
Entertainment – Hosting an Event |
Reimbursement Rate for Costs Per Person** |
Breakfast | $26 |
Lunch | $38 |
Dinner | $64 |
Light Refreshments | $17 |
*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.
Related Information
G-28, Policy & Regulations Governing Travel (PDF)
BUS-79, Expenditures for Entertainment (PDF)
Meals & Lodging Expenses
Mileage & Fuel Expenses
Guidelines for Business Meals & Entertainment
