Kansas Department of Administration

10-a-016 - Meal Expense Reimbursement (May 13, 2010)

DATE: May 13, 2010
SUBJECT: Meal Expense Reimbursement
EFFECTIVE DATE: July 1, 2010

Shirley Gilchrist

(785) 296-2882


  Ginnie Schirmer (785) 296-7021 (Ginnie.Schirmer@da.ks.gov)
  Lance Gagelman (785) 296-2255 (Lance.Gagelman@da.ks.gov)
APPROVAL: Image of approval signature.
SUMMARY: Meal Expense Reimbursement for overnight travel – Change from quarterly to a per meal allowance.


K.A.R. 1-16-18 has been modified to allow a per meal allowance, rather than a quarter day meal allowance. This will be effective for travel taking place July 1, 2010 and later. The method of determining the meals allowed is shown below.

Meal allowances on the day of departure are reimbursed as follows:

Time of departure Meals allowed
12:01 A.M.-6:00 A.M. breakfast, lunch, and dinner
6:01 A.M. – 12:00 Noon lunch and dinner
12:01 P.M.-6:00 P.M. dinner
6:01 P.M.-12:00 Midnight no meals allowed

Meal allowances on the day in which the employee returns to the official station or domicile are reimbursed as follows:

Time of return Meals allowed
12:01 A.M.-6:00 A.M. no meals allowed
6:01 A.M. – 12:00 Noon breakfast
12:01 P.M.-6:00 P.M. breakfast and lunch
6:01 P.M.-12:00 Midnight breakfast, lunch, and dinner

The meal rates shown below are not the BFY 2011 rates, but are what would have been used if this method was applied in BFY 2010. The BFY 2011 rates will be included in the Budget Indices.

Area Breakfast Lunch Dinner
In-state/border city $9.00 $10.00 $19.00
Out-of-state $9.00 $10.00 $19.00
Out-of-state high-cost $9.50 $11.00 $20.50
Out-of-state special designated high-cost area $12.50 $14.00 $26.50
International $13.50* $14.50* $28.00*

*or actual not to exceed $90 per day

Unless a reduction is made for provided meals, in accordance with K.A.R. 1-16-18, employees are reimbursed for all three meals on days in overnight travel status between the departure and returning days. The same day meal allowance policy, in accordance with K.A.R. 1-16-18(c)(3), remains unchanged.


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