Non-overnight Meal Payment Processing

Effective Date:

April 19, 2016

Function:

Payroll

Contact:

Kathy Shattuck

Basis for Procedure

This document describes how to process a payment for reimbursement of meal expense incurred during one-day, non-overnight travel.

Procedure Summary

Non-overnight meal payments are taxable to the employee and will be reflected in the employee’s gross income and reported on the employee’s Wage and Tax Statement (IRS form W-2). The Non-overnight Meal Payments section of the Travel Handbook should be reviewed prior to processing non-overnight meal payments to ensure compliance.

In addition to taxes being withheld, associated fringe benefits will be charged to the project/task/award number indicated on the Taxable Meal Payment Request & Authorization Form. Note: If a project/task/award number is not specified on the form, the payment and fringe will be charged to the current labor schedule.

Employees are eligible for non-overnight reimbursement when the travel is less than a full day and no lodging charges are incurred.

Compliance Review

RF employees must accurately complete the Taxable Meal Payment Request & Authorization Form within two weeks of the conclusion of a trip. Original receipts are not required but may be submitted with the form.

Operating location’s Human Resource or Payroll Office and Accounts Payable must review the form to ensure that:

Definitions

Non-overnight Meal Payment- are taxable to the employee and will be reflected in the employee’s gross income and reported on the employee’s Wage and Tax Statement (IRS form W-2).

Related Information

Travel Handbook

Forms

Taxable Meal Payment Request & Authorization Form

Change History

Date

Summary of Change

April 19, 2016

Updated for clarity.

January 3, 2005

Conversion and revisions to document pa-a-36 from former payroll

 

 

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