Tools and Resources
Meals and Refreshment Rates – Policy #6240
Maximum Allowable Per Person Meal Expense Chargeable by Fund Source
| Meal | Appropriated & Grant | Local (150% of Federal Rate for Idaho) | PR Funds (250% of Federal Rate of state* ) |
|---|---|---|---|
| Breakfast (or Refreshments) -25% | $13.75 | $18.50 | $34.38 |
| Lunch – 35% | $19.25 | $25.90 | $48.13 |
| Dinner – 55% | $30.25 | $40.70 | $75.63 |
| Full Day | $55 | $74 | $137.50 |
Additional Details on Reimbursement Rates
*For PR meals out of state, the federal rate for meals from the GSA website may be used upon approval of the PR account owner.
Payment or reimbursement for a buffet meal cannot exceed the applicable meal rate associated with the type of buffet, i.e., breakfast, lunch or dinner. Reimbursement for a brunch may be made using the lunch rate.
The maximum per-person expenditures previously listed include the cost of the food and non-alcoholic beverages, labor, sales tax, delivery charges, tips and other service fees. If a reception before a meal includes beverages and hors d’oeuvres, the combined charges for the reception and the meal should be treated as a single event for purposes of calculating per person costs.
The costs of room rental, room setup fees, media rental and decorations, etc., are not included in the per-person costs unless those costs cannot be separated by the vendor.
State Mileage Rate
During business travel and using personal vehicles, the state mileage rate is 67 cents per mile.
Travel Forms
| Form Link | Form Description |
|---|---|
| Event Expense Summary | Use this form in conjunction with meals, refreshments and alcohol expenses. |
| Mileage Log | Use this form to keep track of monthly mileage for reimbursement. |
| Per Diem Calculator | Use this form to calculate per diem. Attach to expense reports for travel greater than two days in duration. |
| Retreat Request | Complete and attach this form for reimbursement of expenses for an approved retreat. |
External Links
| Category | Resource Links |
|---|---|
| Airport Transportation | SuperShuttle Taxi Fare Finder |
| Car Rental | Hertz Enterprise |
| Currency Conversion | OANDA |
| U.S. Per Diem Rates | U.S. General Services Administration (GSA) |
| Foreign Per Diem | U.S. Department of State |
Internal Links
| BOISE STATE DEPARTMENT | TOPIC |
|---|---|
| Global Learning | International Travel Resources |
| Office of Risk Management & Insurance | Foreign Travel |
| Office of Risk Management & Insurance | Events & Activities |
Local Hotels and Rates
| Hotel | Rates | Contact Information |
|---|---|---|
| The Grove Hotel 245 S. Capitol Blvd. | $189 Single/Double Occupancy confirmed 4/5/2024 | Call the hotel direct at 208-489-2222 or 888-961-5000 and request the Boise State preferred rate. Online Booking Link for the Grove Hotel |
| Courtyard by Marriott Boise Downtown 222 S. Broadway | $189 Single/Double Occupancy confirmed 4/5/2024 | Guests can call the hotel directly at 208-331-2700 and book the Boise State faculty rate. |
| Hotel 43 981 Grove St. | $189 Single/Double Occupancy This is the “boutique room” rate. Prices increase depending on room. | Call toll free 1-800-243-4622 and request the Boise State preferred rate. Online Booking Link for Hotel 43 |
| Residence Inn Marriott Boise City Center 400 S. Capitol Blvd. | Receive 12% off regular booking rates. Use online booking link to confirm rates. | Call 208-424-9999 to make a reservation or email kristina.tobin@marriott.com Online Booking Link for Residence Inn Marriott Group rates for 10 or more rooms may be available at deeper discount. Contact the sales team for more information. |
| Inn at 500 Capitol 500 South Capitol Blvd. | $165 (Jan to Mar) $185 (April to Sept) $170 (Oct to Dec) | Call the hotel direct at 208-227-0500 and request the Boise State preferred rate. Online Booking Link for Inn at 500 Capitol |
Please make sure you are connecting with your intended hotel. Many hotels have multiple locations but we only get a preferred rate at the locations listed. All of these rates are confirmed active as of 4/5/2024.
Small (Dollar) Purchases
These recommendations benefit the university by being financially and administratively efficient in order to facilitate cost savings, policy compliance, and transparency while providing protection to the purchaser.
- Non-travel personal reimbursements should be limited to emergency purchases generally less than $300
- P-Cards should be the first choice when making small purchases
- Contract Vendors must be used whenever possible
- Under no circumstances may an employee pay an individual for services
Other considerations:
- Computers, Ipads, or other IT equipment must be purchased through OIT
- Software requires SARB approval
- Foreign vendors must be evaluated for potential tax withholding
- Boise State has an Amazon Business membership which should be used for purchases to prevent individuals from paying sales tax and shipping and needing reimbursement. *Amazon Business Membership is for current P-Card Users
- Signed agreements must follow OGC policy and procedures
Overall, expense reports are the least cost-effective way to purchase items for the university and it puts the most risk on the purchaser. Purchases could be deemed ineligible for reimbursement for policy and/or accountable plan violations. Reimbursements should be minimized as much as possible.