Meal Expenses

How can I get reimbursed for my meal expenses?

As you will notice, there are a few different meal-related icons in the system. Below is an explanation on when to use each icon:

• If you traveled to the one location during your trip, use the Per Diem Wizard icon (click on “Meals” and the list of options will display). This a really nicely feature of the system, which will help breakdown the daily expenses for you.
• If you traveled to more than one location during your trip, you can use either the Per Diem Wizard icon or the Meal Per Diem By Date (click on “Meals” and the list of options will display). The Wizard should only be used when asking for more than 1 day per location though.
• If you have a hospitality expense, use the Hospitality icon. 
• If you have student/guardian travel meal expenses, use the Student Group Meal icon.

We have seen several reports submitted where the employee has used the Per Diem By Date icon for multiple lines rather than using the wizard.  By using the wizard, the employee will save a lot of time and effort by not having to type in the location, mark deductions, etc. on multiple lines.    

Things to remember:

• Employees must deduct any meals provided at the meeting/event, per the WVU/WVURC Travel Manual. This is done by checking the boxes for the applicable meals.
• Is using the Meal Per Diem By Date icon, you must check the box for the travel day deduction (the Per Diem Wizard automatically calculates the first and last day of travel).
• Detailed training information on meal expenses can be found on the Meal Reimbursement page.  

PCPS strongly encourages you to review the MyExpenses training information (videos, pdfs, and FAQ’s), which can be found on the MyExpenses Articles page.

If you have any questions about MyExpenses, please contact pcps@mail.wvu.edu.