For trips that include an overnight stay, UMB reimburses meals based on federal per diem rates. Domestic meal rates are set by the U.S. General Services Administration (GSA), while international rates are determined by the U.S. Department of State. These rates are not guaranteed and can be reduced based on available funds, lower-cost options, or specific requirements. Travelers may be required to submit receipts for meal expenses.

For one-day trips without an overnight stay, meal reimbursement is at the discretion of the Operational Unit. It is recommended to check with your Travel Approver before the trip to confirm if meals will be reimbursed. One-day trip meals require receipts, are taxable, and cannot exceed the per diem rate. Additional restrictions can be found in the Procedure on Business Travel for UMB Employees. Non-employees are not eligible for one-day trip meal reimbursement.

For more information on allowable costs and reimbursement requirements, please refer to the UMB Policy and Procedures.

There are two types of meals related to UMB travel:

• Travel Meals: These meals are consumed by an individual on travel status and fall into two types:
  • Day Business Travel Meal: For same-day trips.
  • Overnight Business Travel Meal: For trips with an overnight stay.

A trip will include either a Day Travel or an Overnight Travel meal, not both.

• Business Meals: These occur off-campus and involve a UMB employee and one or more non-UMB individuals for a business purpose. These are governed by UMB Policy VIII-99.00(A) on Food and Business Meal Expenses and can be processed through the eTravel System. Business meals are reimbursed at different rates than Travel Meals.

Meal Guide: 

• 75 Percent Rule: On the day of departure and the day of return, travelers are eligible for 75% of the daily per diem, regardless of travel times.
• Incidental Rate: The incidental rate covers services like baggage handling and laundry. Since UMB reimburses these costs separately, the incidental rate must be subtracted from the per diem when calculating meal costs.
• Exceeding Per Diem: Reimbursement for meal expenses cannot exceed the per diem rate, even with a receipt.
• Reimbursement for Less than Per Diem: If your department requires receipts and the meal costs less than the per diem, you will only be reimbursed for the amount on the receipt.
• Need More Help?: Contact travelhelp@umaryland.edu for additional assistance.

Scenario 1: Lucy's Day Trip to NIH
Lucy travels from UMB to NIH and buys lunch for $25. If her department allows for Day Trip meal reimbursement, she can submit her receipt for up to the per diem rate of $17 for lunch in Bethesda. The reimbursement is taxable and will be included in her W-2.

Scenario 2: George's Conference in Paris
George attends a three-day conference in Paris from June 3 to June 7. He is eligible for 75% of the daily per diem on travel days (June 3 and June 7) and full per diems on conference days (June 4–6). The per diem rate for meals in Paris is $152, with $114 reimbursed on travel days. George's total meal reimbursement is $684.

Scenario 3: Jerry's Conference in New York City
Jerry attends a three-day conference in New York City. His meals are reimbursed at the local per diem rate of $69, excluding lunch (provided by the conference). He is eligible for 75% of the per diem on travel days. His total meal reimbursement is $205.50.