Department of Natural Resources Policy -
Meal Allowance
Policy Number:     92:05
Effective Date:     September 28, 1992 (Reviewed: May 2003)
See signed policy - Adobe Acrobat file
I. Purpose
The purpose of this policy is to define a uniform process regarding meal allowance payments within the Department of Natural Resources. Units/Divisions shall reimburse employees for meals based on the per diem allowance established by the Standard Travel Regulations of the Board of Public Works.

II. Scope
Unless otherwise provided by law, these regulations apply to all travel for official business, undertaken by officials and employees of Department of Natural Resources.

III. Policy
These policies establish a state travel management program, under the jurisdiction of the Secretary, Budget and Management, to help ensure fairness in the application and administration of travel expense reimbursement and to reduce and control the state’s cost related to travel. Employees should refer to Board of Public Works Subtitle 02 Business Administration 23.02.01 Standard Travel Regulations.

IV. Procedure

  1. An employee traveling on official business is expected to exercise the same care incurring expenses as would a prudent person traveling for personal reasons. Travel for business should be conducted at a minimum cost for achieving the success of the mission. Travelers shall request reservations as far in advance as possible and shall utilize the lowest logical air/rail fares available.

  2. State facilities shall be used for in-State meetings whenever available, unless the use of outside facilities is more cost effective, or the agency head certifies that the outside facility is more appropriate to completing the business mission.

  3. The Secretary of Department of Budget and Management shall establish reimbursement rates, subject to the approval of the Board of Public Works. Expenditure for official travel may be considered as reimbursable only if incurred in accordance with these regulations and policies.

  4. Upon written approval from the Unit Director or Assistant Secretary the employee shall book all airline, railway, and ship travel, all car rentals, and all lodging reservations through the State travel service contractor

  5. Reimbursable Expenses

    1. The cost of breakfast is reimbursable when an employee in travel status has to leave home on official business two hours or more before the beginning time of the employee’s place of business. The cost of dinner is reimbursable when an employee in travel status cannot get home within two hours after the employee’s normal quitting time (Emphasis added).

    2. Meal allowance payment is authorized only when an employee is in travel status and not when an employee works extra hours at his assigned office or assigned field location. The State expense account form provides for documentation of the employee’s itinerary and start and end times. Normal commuting time is in addition to the two hour requirement.

Posted February 12, 2004