Policy 5 - Subsistence
Employees receive allowances for meals and lodging for full days of travel.
In addition, employees receive allowances for meals and lodging for partial
days [less than twenty-four (24) hour period] if the travel involves an overnight
the partial day is the day of departure or the day of return.
An explanation of the allowances that can be claimed for each circumstance are detailed below:
Out-of- In-State State Meals Breakfast $ 8.20 $ 8.20 Lunch 10.70 10.70 Dinner 18.40 20.90 Total $37.30 $39.80 Lodging 65.90 77.90 24-Hour Period $103.20 $117.70
To qualify for reimbursement for lodging of overnight stays, the travel destination must be located at least thirty-five (35) miles from the employee's regularly assigned duty station or home, whichever is less.
An employee may request reimbursement for actual lodging and/or meal expenses
if they are less than the above subsistence rates.
Out-of-State travel status begins the day the employee leaves the State and remains in effect through the day the employee returns to the State. Accordingly, in-state allowances and reimbursement rates apply when employees and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to leaving North Carolina and returning from out-of-state.
Less Than A Twenty-four (24) Hour Period - Partial Day
When an overnight stay is required, reimbursement is allowed for the morning
meal while an employee is in travel status, and when the employee leaves his
duty station prior to 6:00 a.m. on the day of departure.
When reporting the morning meal on the day of departure, a statement that the traveler left before 6:00 a.m. must be shown on the travel reimbursement request.
An employee not involved in overnight travel can claim reimbursement for the morning meal only if all of the following circumstances are met:
When an overnight stay is required, reimbursement is allowed for the evening
meal while an employee is in travel status, and when the employee returns to
his duty station after 8:00 p.m. on the day of return.
When reporting the evening meal on the day of return, a statement that the traveler returned after 8:00 p.m. must be shown on the travel reimbursement request.
An employee not involved in overnight travel can claim reimbursement for the evening meal only if all of the following circumstances are met:
Registration fees may be paid by the agency or the employee. The cost of any meals included in the registration fee must not be included in the reimbursement claims for registration. Meal costs must be subtracted from the registration amount and included in the requested daily subsistence amount. When a registration fee includes the cost of one (1) or more meals, it is the responsibility of the agency to insure that reimbursements for such meals are not made to the employee in addition to the registration fee.
Laundry services are not reimbursable.
Official phone calls are reimbursable under "Other Expenses" on the travel reimbursement request. Calls over five dollars ($5.00) must be identified as to point of origin and destination.
Stipends may not be paid in addition to subsistence. Stipends must be paid separately as contracted servicesExcess Subsistence Authorization
When the daily cost of total subsistence will exceed the maximum allowed by State law, prior approval is necessary and Travel Authorization/Expense Report, Form TRV-1, must be prepared.Excess Subsistence - Allowable Items
Excess subsistence for lodging may be requested because the available lodging (hotel or motel bill) is more expensive than the State allowable amount. Subsistence for meals is restricted to the State allowable amount of thirty-seven dollars and thirty cents ($37.30) for in-state travel and thirty-nine dollars and eighty cents ($39.80) for out-of-state/out-of-country travel per twenty-four (24) hour period. (See special provision for out-of-country travel.) However, excess subsistence for meals may be requested for a scheduled banquet or luncheon provided that supporting documentation describing the special cost of the banquet or luncheon is available.Excess Subsistence - Reimbursement
A receipt of lodging expenses from a commercial lodging establishment must be presented for reimbursement even though excess lodging may or may not be requested.
Out-of-Country Travel - Special Provision
Contracts and Grants
Out-of-country travel funded by contracts or grants requires prior approval of the funding agency. Federal contracts and grants require use of U.S. Flag carriers unless otherwise approved by the sponsoring agency. Travelers may elect to use the federal subsistence rates for out-of- country travel published by the Department of State.Subsistence all Out-of-Country Travel
Either the federal or state subsistence rates may be used for out-of-country
travel depending on the availability of funds and approval of the authorized
If the federal per diem is chosen, excess subsistence will not be allowed.
Out-of-country rates are available on-line
Travel and Business
Foreign Per Diem Rates
Each traveler is responsible for determining which, if any, of the travel
expenses and/or reimbursements have to be reported for Federal and State income