Meals & Social Expenses
Olin meal policies that apply to local and travel meals:
- Meal expenses are limited to $75 per person per meal (including tax, tip, & alcohol) for breakfast and lunch and $100 per person for dinner, unless there is a legitimate business reason, which has been approved by the Senior Associate Dean of Finance and Operations. Documentation of the approval must be submitted with your receipt to be reimbursed above the limit.
- Submit itemized receipts that include date, vendor, purchase details, and payment method.
- Social Expense Requirements (apply anytime you pay for food or drinks for someone other than yourself)
- For fewer than 12 people, provide the business purpose of the event, names of guests, their titles, and association with the University.
- For 12 or more people, provide the business purpose of the event, the number of people in attendance, and the makeup of the group (we don’t need individual names and titles).
- Meals for your spouse, partner, or other family members are reimbursable only when there is a legitimate business reason, which has been approved by the Senior Associate Dean of Finance and Operations. Documentation of the approval must be submitted with your reimbursement request.
Meals in travel mode:
There are two methods for reimbursement of travel meals. Only one method is allowed for each trip (you cannot combine actual receipts for some meals and per diem for others).
- Actual Meal Expense Method: submit itemized receipts for all meals (should include date, vendor, purchase details, and payment method).
- Per Diem Method: Supporting documentation is not required when requesting reimbursement of meals and incidentals using the per diem method. Reimbursement on a per diem basis is the payment of a flat sum to cover meal and incidental expenses each day in lieu of actual costs.
- The university will reimburse using the General Services Administration (GSA) per diem rates for destinations within the Continental United States (CONUS).
- Foreign per diem will be reimbursed using State Department per diem rates.
- Conference Meals: A conference itinerary/agenda must be included when you submit your travel expenses. Reimbursement will not be provided for meals offered by conference or covered by a registration fee. Exceptions for dietary, religious reason, or other business purpose should be clearly documented.
Please refer to the Quick Reference Guide for additional meal policies.