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Tools & Resources

Meals & Refreshment Rates – Policy #6240

Maximum Allowable Per Person Meal Expense Chargeable by Fund Source

MealAppropriated & GrantLocal (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 listed above 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 62.5 cents per mile.

Travel Forms

Form LinkForm Description
Event Expense SummaryUse this form in conjunction with meals, refreshments and alcohol expenses.
Mileage LogUse 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 RequestComplete and attach this form for reimbursement of expenses for an approved retreat.

External Links

CategoryResource Links
Airport TransportationSuperShuttle
Taxi Fare Finder
Car RentalHertz
Enterprise
Currency ConversionOANDA
U.S. Per Diem RatesU.S. General Services Administration (GSA)
Foreign Per DiemU.S. Department of State

Internal Links

BOISE STATE DEPARTMENTTOPIC
International Learning OpportunitiesInternational Travel Resources
Office of Risk Management & InsuranceForeign Travel
Office of Risk Management & InsuranceEvents & Activities

Local Hotels and Rates

HotelRatesContact Information
The Grove Hotel - 245 S. Capitol Blvd.Traditional King/Double Queen, $129 Single/Double OccupancyCall the hotel direct at 208-489-2222 or 888-961-5000 and request the Boise State preferred rate.
Online booking code: BSU Online booking link: Boise State University
Red Lion Hotel - Boise Downtowner - 1800 Fairview AveStandard King/Standard 2 doubles, $90 Single/Double OccupancyClick the link to make a reservation: Red Lion Boise Downtowner code BSU
Courtyard by Marriott Boise Downtown - 222 S. BroadwayTraditional King/Double Queen, $144 Single/Double OccupancyClick the link to make a reservation for Courtyard by Marriott
Hotel 43 - 981 Grove St.Boutique King/Boutique Double Queen, $144 Single/Double Occupancy, Capitol King/Capitol Double Queen, $164 Single/Double OccupancyCall toll free 1-800-243-4622 and request the Boise State preferred rate.
Click the link to make a reservation, Boise State University - Hotel 43 Booking LinkBoise State University - Hotel 43 Booking Link
Residence Inn Marriott - Boise City Center 400 S. Capitol Blvd.Monday - Thursday $159.00, Friday - Sunday $139.00Call 208-424-9999 to make a reservation or email abi.lowe@marriott.com

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.

1. Non-travel personal reimbursements should be limited to emergency purchases generally less than $300
2. P-Cards should be the first choice when making small purchases
3. Contract Vendors must be used whenever possible
4. 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.

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