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City of Newport News Section 1405
Personnel Administrative Manual Effective July 1, 2023
3. Alternative lodging arrangements, such as AirBnB, VRBO, or similar, are not generally
permitted.
E. MEALS AND INCIDENTAL TRAVEL EXPENSES (M&IE)
1. Travelers may request a daily meal and incidental (M&IE) allowance for meals and certain
incidental travel expenses while on overnight travel. M&IE allowances are intended to
cover meals, tips, and fees for food, luggage-handling, laundry and cleaning services.
M&IE is generally paid in advance.
2. The amount of the M&IE allowance is based on the per diem rates set forth by the United
States General Services Administration, www.gsa.gov for the trip location. The zip code of
the lodging location will be used to determine the appropriate per diem rate. If the zip
code reflects two different per diem rates, the highest per diem rate will be used. The
traveler may spend the allowance in any combination. No meal receipts are required if the
per diem allowance is used.
3. The meal allowance will not include meals that are provided as part of a conference or
meeting, provided by a vendor, or paid for by a third-party. When meals are provided at
no cost in conjrmction with travel events, the applicable M&IE rate must be reduced by the
amount shown for the applicable meal in the M&IE Rate Table. Payments are allowable
for those meals that are identified as 11 continental." If the traveler is unable to consume the
meal because of medical requirements or religious beliefs the per diem will be provided
upon request.
For example, if the M&IE rate allows a $59 total reimbursement, and lunch is provided
by the conference, the total allowable reimbursement for that day would be $44 ($59-
$15 lunch).
M&IE when lunch
Standard Rate
provided
Breakfast $13 $13
Lunch $ 15 $ 0
Dinner $26 $26
Incidental Expenses $ 5 $ 5
M&IE Total $ 59 $44
4. On the first and last day of travel, regardless of travel times, 75% of the per diem will be
provided. The meal allowance for partial day travel including tax and tip will be based on
the breakdown of per diem rates set forth by GSA. When meals are provided at no cost in
conjunction with travel events on a travel departure or return day, the M&IE rate must be
reduced by the amount of the appropriate meals.
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