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Reimbursement by Receipts Instead of Per Diem

Learn about special circumstances for reimbursement of actual expenses for travel that exceeds the per diem rate.

Travelers can be reimbursed for actual travel expenses up to the per diem rate in either of the following cases: 

  • The travel is to a foreign destination and lasts 29 days or less
  • The travel is to Alaska, Hawaii, or the U.S. possessions and lasts 29 days or less
If actual expenses exceed the per diem rate, receipts are required. Examples include: 
  • The traveler is required to attend a meeting or conference where meals and lodging must be obtained at a prearranged place, and lodging consumes all or most of the per diem allowance
  • The travel is to an area where lodging and meal costs have temporarily increased because of a special event or function (e.g., a national or international sports event)
  • The travel is to an area where lodging and meal costs have temporarily increased because of a special event or function and affordable lodging is not available within a reasonable commuting distance or the costs of commuting consume the savings from occupying less expensive lodging

Other circumstances: If the reason for requesting reimbursement for actual lodging and meal expenses in lieu of per diem is not listed above, contact UC San Diego Travel prior to requesting reimbursement for the trip.

Reimbursement: Use MyTravel to request reimbursement for official business travel. For guidance, see MyTravel Overview.

Maximum reimbursement: Reimbursement for actual expenses for meals and lodging cannot exceed 300% of the maximum per diem established for the location of travel.

Receipts: When requesting reimbursement for actual lodging and meal expenses that exceed the per diem rate, an itemized receipt for lodging and individual receipts for meals must accompany the MyTravel claim that you submit to UC San Diego Travel following trip completion.

Notice: UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF).