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Meal Expenses Audit (Validation) Points
- Verify each line item in the expense report individually.
- Verify all required receipts are received and legible.
- An overnight stay is required to claim a meal per diem.
- Meal per diems prorate on the day of departure and day of return based upon the time of departure and return.
- Acceptable when actual first day and/or last day of travel occurred on days not being claimed on report and has been reflected on hotel folio and/or comments by traveler.
- Overnight Lodging must be indicated by the claim of lodging as an expense type (employee paid or state pre-paid) or comment indicating overnight stay occurred.
- Per the OBM Travel Rule meal reimbursements are subject to a federal per diem determined by the location of overnight stay; therefore, all expense locations must match actual location of overnight stay.
- Acceptable only when locations are not in the Travel module. Can be substituted with county name (if in Ohio) or another city located within the same county or closest county with same per diem rate. Can also be replaced with "Other Cities" (Rates Verified by GSA) www.gsa.gov
- Per the OBM Travel Rule, meals provided by a conference are not reimbursable and should be reduced in accordance with the federal deduction standards held by the GSA (www.gsa.gov/mie)
- Acceptable only when there are no meals provided by the conference as such is verified by the validation of an attached conference agenda. The reference of Continental Breakfast, Lunch, Reception, or Banquet does not equate to substantial meals provided. Please evaluate.
- Where a state agency elects to schedule a state agent to travel out of state by air travel and schedules a return flight for the same day, meals and incidental per diem is authorized.