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Compensation for Travel Time - Nonexempt Employee
Away from Home Community (More Than One Day)
Employees whose positions require them to travel and be gone overnight
should be compensated for any travel time that occurs during their regular
work hours occurring any day of the week. For example, if an employee
regularly works from 9:00 A.M. to 5:00 P.M., Monday thru Friday, travel
time during these hours is considered work time whether it occurs on a
weekday or on Saturday and/or Sunday. Time spent in travel outside of
regular work hours is not considered work time.
One-Day Assignments in Another City
Employees who regularly work at a fixed location, but may be required
to travel to another city for a one-day assignment (but NOT be gone overnight),
should be compensated for the hours spent in travel.
Extended Day Travel
The University will not reimburse employees (faculty and staff) for meal expenses incurred during extended day travel business trips. For purposes of this policy, extended day travel is at least twelve hours in duration and does not require an overnight stay. According to federal statutes regarding traveling away from home on business, there cannot be any tax-free reimbursements for meals relating to extended day travel.
The University will reimburse employees for dinner expenses only incurred during extended day travel if all three of the following conditions apply:
The extended day is at least 12 hours, causes the employee to be away
from home during the evening dinner meal time, and does not require an
overnight stay. (For example, an employee of UMD who departs Duluth at
7:00 a.m. for a meeting in the Twin Cities and returns home at 7:00 p.m.
is considered in "extended day" status.)
Reimbursements are made to the employee on an occasional basis, which
means that tracking the frequency of the reimbursements is not administratively
The employee may be reimbursed the applicable per diem rate for dinner only. Lunch is never a reimbursable expense.
*Note: Some employees have unique circumstances (such as an outstate location) that require frequent travel (more than on an occasional basis); depending on the length of the trips, these employees may not be in either extended day travel or overnight travel status. If those circumstances exist frequently and cause a financial hardship to the employee, managers are encouraged to provide additional, incremental compensation to those employees (salary augmentation). Consult the University Tax Department for additional guidance on taxable meal allowances, at (612) 624-1053 or firstname.lastname@example.org. Contact Payroll Services for the applicable paycode.