Reimbursement Allowances for Mileage & Meals

Reimbursement Allowances for Mileage & Meals

February 25, 2014

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, 2017:
53.5 cents per mile

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

Expenses incurred on or after January 1, 2017:
17 cents per mile

Travel Meals

Reimbursement Cap*

For UC business travel within the continental U.S.

Expenses incurred on or after January 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, 2016: $27

Lunch

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

Dinner

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

Light Refreshments

Expenses incurred on or after January 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.

UC Travel Services
Phone: (310) 206-2639 or (800) 235-UCLA (8252) | Fax: (310) 794-2703 | Mail Code: 143348
Email: travel@finance.ucla.edu

CST# 2046415-70

Travel Accounting
Email: travelacct@finance.ucla.edu | Fax: (310) 794-3509

Address
10920 Wilshire Boulevard, 5th Floor
Los Angeles, CA 90024-6541

Office Hours
Monday – Friday 8 a.m. to 5 p.m.
Saturday and Sunday Closed