Travel Meals Charged to Grants and Contracts

Meals charged to grants are individual meals consumed while on business-related travel. In general, business meals are not to be charged to a federal grant or contract unless the terms specifically allow it.


  1. Alcohol cannot be charged to a federal grant account.
  2. Employees must select either actual expenses or per diem for the entire trip.


Actual Expense Method

  • Required Documentation
  • Receipt(s) are required if meal is $75 or more.
  • Receipts must include date, name and location of restaurant and amount of expense.
  • Detailed/itemized receipts are required.


Per Diem

  • Refer to federal per diem rates on the General Services Administration website. Local units may have a more restrictive policy.
  • For the first and last days of travel, reduce the per diem by 25%.
  • Reduce the per diem for any meals that are provided as part of a conference or as a business meal:
    1. 25% for breakfast
    2. 25% for lunch
    3. 50% for dinner