Reimbursement Rates

MILEAGE:

• CSU standard mileage rate for business travel is $.67 per mile for travel on or after January 1, 2024, which is an increase from the 2023 rate of $.655 per mile.

MEALS & INCIDENTAL EXPENSES (M&IE):

• Travel per diem allowances and breakouts can be found on the following websites:
  • For Continental US travel, rates set annually by General Services Administration
  • For Alaska, Hawaii, or the US Possessions travel, rates annually set by Department of Defense (Per Diem, Travel and Transportation Allowance Committee (PDTATAC))
  • For International travel, rates set monthly by the Department of State
    • US Department of State (international/foreign rates) allowance breakdown
• The reimbursement of daily M&IE for travel is a per diem allowance based on location of travel per U.S. General Services Administration site. Travelers are eligible for 75% of the total per diem rate on the first and last day of travel. Expenses above the per diem rate will not be paid and are the responsibility of the traveler.

• When meal expenses are paid directly by or furnished to the traveler without charge (e.g. conferences, professional meetings, etc.), the maximum M&IE per diem rate authorized for travel must be reduced by the applicable meal amounts for the meal provided. In the event the traveler must forego the provided meal for health or business reasons, an approved exception memo for the purchase of the meal replacement must accompany the travel expenses claim. Supporting documentation may be required and payment will be at the applicable per diem amount. 

Example: If the trip includes meals that are already paid for, such as through a conference registration fee, the provided meals must be deducted from the M&IE per diem rate by using the GSA M&IE Breakdown, for example:

If lunch is provided as part of an event, $15.00 must be deducted from the per diem rate for the day. $59.00-$15.00= $44.00 is the reimbursable per diem rate for that day.

• For Hawaii and Alaska, the maximum per diem amount is calculated by adding the proportional meals amount + the local incidentals amount, the total is the maximum per diem amount allowed per day. First and last day of travel maximum per diem amount is 75% of the total amount for proportional meals amount + local incidentals amount. Rates are available at Department of Defense (Per Diem, Travel and Transportation Allowance Committee (PDTATAC).

• When the entire length of a trip is less than 24 hours, M&IE shall not be reimbursed unless the travel includes an “overnight stay” as supported by lodging receipt. Exceptions to this procedure may result in a reportable and taxable event to the traveler per IRS Fringe Benefit Guide. For a trip of less than 24 hours that includes an overnight stay, reimbursement shall be authorized for 75% of the total per diem rate for M&IE.

LODGING:

• The CSU maximum lodging for in-state and out-of-state travel, including Alaska, Hawaii and US possessions is $333 per night (effective 4/18/2024), excluding taxes. 
• Rates in excess of this amount must be pre-approved by the Campus Vice President or designee in accordance with the Campus approval process and must include the business purpose for the necessity to stay within certain facilities.