Understanding Meal Allowances for Business Travelers

When it comes to travel for work, the primary concern for most employees is whether their meals are covered. Whether your food expenses are paid for or not by your employer depends on your company's specific travel policies and the nature of your role. This guide aims to provide a comprehensive overview of meal allowances and travel policies.

Per Diem Allowances

Many companies provide a daily stipend known as a per diem allowance to cover meals and other incidental expenses when traveling away from the office. For instance, a company I worked with offered a per diem of $75.00 per day. However, this amount was rarely used in full, as the breakdown looks like this:

Breakfast: Approximately $5.00 (plus any additional costs from free motel breakfasts) Lunch: $12.00 Dinner: $18.00

It's important to note that these amounts may vary based on the company and specific policies. Always check your employer's travel policies to understand the stipend and any additional allowances or restrictions.

Value of Breakfast

Breakfast is a critical meal. I personally find it very unpleasant when I skip it, which is why I usually allocate a significant portion of the per diem towards breakfast. The rest of the day is spent on snacks to keep energy levels up. In cases where breakfast is covered by the free motel breakfast, the meal allowance is adjusted accordingly.

Reimbursement Policies

In some cases, employees are issued a corporate credit card to cover all travel expenses, including meals. The company then reviews and approves claims for reimbursement. For example, my current company has a policy that stipulates:

Dinners should not exceed $75.00 All expenses are charged to a corporate credit card An expense report is submitted to the manager for approval The company covers taxis, hotel bills, and airfare For extended stays, laundry expenses are also reimbursable

Aside from meals, the company covers numerous other expenses related to travel, ensuring that employees have a comfortable and efficient experience.

Insight from Other Employers

Based on feedback from various employees:

Some companies provide a per diem that includes breakfast, lunch, and dinner allowances. For instance, a school district I worked for had fixed allowances of $5.00 for breakfast, $12.00 for lunch, and $18.00 for dinner. Others receive a per diem that covers the entire day and are reimbursed for actual meal costs if they keep detailed receipts. A per diem is usually only provided for out-of-town trips, and it's rare for employees to max out their meal allowances to avoid being seen as extravagant.

It's crucial to inquire directly with your employer to understand the exact policies and procedures in place. This can vary widely depending on the industry and the specific role within the company.

Conclusion

Business travel can be complex, and understanding meal allowances and travel policies is key to managing expenses effectively. Always keep receipts, maintain communication with your team, and ask for clarification if anything is unclear. This can help ensure that you are compliant with company policies and make the most of your travel allowances.