Page 31 - Sample Employee Handbook.doc

Meal Expenses

Employees will be reimbursed for reasonable and actual expenses for meals incurred during business related travel.
The Consortium will generally reimburse travelers for three meals a day. Meal reimbursement rates will be
provided based on General Services Administration (GSA) approved rates for the destination region. All original
receipts must be included with the employee’s travel and expense report. Any employee expense report received
without the receipts will be returned to the employee. Employee expense reports submitted with receipts missing

will be forwarded to the next level manager for approval.

Expense Reports

All expenses for which an employee seeks reimbursement must be itemized on an expense report. Expense reports
must be submitted within one week of incurring the expense, or upon returning to the office following trip
completion (if reimbursement for travel expenses is requested).

The following information must be included in each expense report submitted:

• Employee’s name
• Itemized list of all expenses for which reimbursement is requested, including the amount and the
business-related purpose for each
• For travel-related expenses, the date, location, and purpose of the trip and a description of the business
expenses incurred (transportation, lodging, meals)

Receipts are required for all expenses over $8.00 and must be attached to the expense report.

For Internal Use Only -- Not For External Distribution

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