Common use of Lodging and Meals Clause in Contracts

Lodging and Meals. a) For conferences within fifty (50) miles of the District, lodging will not be allowable and travel expense shall not be allowed for more than one (1) round trip each day. Meal expense shall not include breakfast but shall include lunch only when there are both morning and afternoon sessions and shall include dinner only when there are both afternoon and evening sessions. b) Lodging and meal costs will be reimbursed only to the extent of actual necessary amounts within the following limits: 1) State allowance per night for lodging in New York, Chicago, Boston and similar cities not to exceed $250 per night. 2) When lodging is not available within the above limits, reimbursement in excess of the stipulated amounts will be paid only when approved in advance based upon a confirmed reservation. 3) Taxes on lodging are not allowable and certificates for exemption should be obtained from the District Office. Lodging receipts must be attached to the claim. 4) NYS meal reimbursement rates apply for meals, including tips, except when a banquet is included. 5) Tips other than for meals will be allowed at a reasonable rate per hotel stay. 6) Meal costs must be listed separately and identified by date as to breakfast, lunch, dinner and/or banquet. Tips should not be listed separately, but should be included in the cost of the meal.