D.C. Mun. Regs. tit. 6, r. 6-B4014

Current through Register Vol. 71, No. 49, December 6, 2024

Rule 6-B4014 - MEALS AND INCIDENTAL EXPENSES

4014.1

The District shall provide reimbursement for authorized meal and incidental expenses when an employee is on approved travel for government-related purposes for more than twelve (12) hours.

4014.2

(a) Meal and incidental expenses may be reimbursed by either or both of the following methods:

(1) Per diem method (or reduced per diem method); and/or

(2) Actual expense method.

(b) An employee may be reimbursed both by the actual expense and per diem methods during a single trip, but only one method of reimbursement may be authorized for a given calendar day. The agency shall determine when the transition between the reimbursement methods occurs.

4014.3

An employee shall be reimbursed for meals and incidental expenses incurred on non-workdays, including weekends, if lodging for the employee at the travel location was authorized for such days.

4014.4

An agency should not authorize reimbursement of meals and incidental expenses by the actual expense method unless:

(a) Actual expenses are less than the per diem amount;

(b) Meals are procured at a prearranged place, such as a hotel where a meeting, conference, or training session is held, and it is not feasible for the employee to purchase meals at an alternate location, and the cost of the meals together with allowable incidental expenses exceeds the per diem amount; or

(c) Meal expenses within prescribed allowances cannot be reasonably obtained.

4014.5

The maximum amount that an employee may be reimbursed under the actual expense method is limited to one hundred fifty percent (150%) of the applicable maximum meal and incidental expense per diem rate, unless a higher amount is approved by the City Administrator, upon the recommendation of the employee's agency head and personnel authority.

4014.6

To receive reimbursement at actual expense, an employee must itemize all expenses and provide a receipt for each expense, including meals, snacks, and incidental expense, except when a receipt is not normally provided for the expense.

4014.7

When reimbursement for meals and incidental expenses is made by the actual expense method, the following provisions shall apply:

(a) Costs for each meal shall be reimbursable for:

(1) One (1) non-alcoholic beverage;

(2) One (1) appetizer;

(3) One (1) main course;

(4) The tax on the items listed in sub-paragraphs (1) through (3) of this paragraph; and

(5) A tip, subject to paragraph (c) of this subsection.

(b) The cost of alcoholic beverages, desserts, and other meal costs not listed in paragraph (a) of this subsection shall not be reimbursable.

(c) Tips shall be reimbursable for no more twenty percent (20%) of the total reimbursable meal costs, including tax.

4014.8

When reimbursement for meal and incidental expenses is made by the actual expense method, allowable incidental expenses are fees and tips given to porters, baggage carriers, and hotel staff.

D.C. Mun. Regs. tit. 6, r. 6-B4014

Final Rulemaking published at 67 DCR 7860 (10/1/2020)