Reimbursement will equal the lesser of the meal allowance or the actual cost. Meals for spouses, children, or guests are not reimbursable nor are liquor purchases. If you are claiming another employee's expenses, identify the costs clearly. Where meals are included in the registration fee for a meeting, conference or convention, reimbursement for alternative eating arrangements will not be authorized unless special dietary needs cannot be accommodated otherwise. Reimbursement for these meals is taxable income that will be added to the employee's paycheck and reported to the IRS as taxable income.
Room service is reimbursable subject to the per-meal limitations above.
Business phone calls may be included on the hotel bill. An overnight stay in commercial lodging is required to avoid driving in severe inclement weather. Mileage claimed shall not exceed the actual distance from Aberdeen. If additional same-day mileage is required for business purposes, it shall be itemized separately. Employees are encouraged to car pool or arrange for a motor pool vehicle.