2024 Expense Reimbursement.pdf
PDF 186 KB Posted
- Attached to
- Residence Hall Laundry Services
- Solicitation number
- SRC-WSU-2024-000195-RFP
- Issued by
- Wadena County, Minnesota
About this file
The document is the Minnesota State Commissioner's Expense Plan for 2025, detailing comprehensive expense reimbursement guidelines for state contractors and representatives. The plan provides a detailed breakdown of allowable expenses, including mileage rates for various vehicle types (70 cents per mile for state-owned vehicles not available, 79 cents per mile for specially equipped wheelchair-accessible vans), commercial transportation costs, overnight lodging, and meal reimbursements with specific maximum rates for breakfast ($11.00 standard, $12.00 in certain areas), lunch ($13.00 standard, $15.00 in certain areas), and dinner ($19.00 standard, $23.00 in certain areas).
The expense plan includes specific provisions for receipt requirements, noting that itemized receipts are mandatory for most expenses except meals, gratuities, driving tolls, parking meters, and telephone calls. The document allows for an affidavit in lieu of an original receipt if the original was lost, damaged, or not obtained. The plan also outlines additional reimbursement details such as "meal bunching" (allowing reimbursement for two or more consecutive meals), special expense approvals, and restrictions on personal and work-related telephone calls. The expense reimbursement form provides a comprehensive template for contractors to document and submit their travel and related expenses for review and payment.
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Text version
MINNESOTA STATE COMMISSIONER’S EXPENSE PLAN 1
UPDATED 1/3/2025
2025 Commissioner’s Plan Expense Reimbursement
TYPE OF EXPENSE REIMBURSEMENT ALLOWANCE
State-owned vehicle not available (full IRS rate) (private contractor rate) 70 cents per mile
State-owned vehicle available but declined (IRS rate less 7.0 cents) 63 cents per mile Tools and parking fees Actual cost Commercial transportation (air, taxi, rental car, etc.) plus reasonable gratuities
Actual cost for mode and class of transportation authorized
Specially equipped personal van – provides wheelchair access (IRS rate plus 9.0 cents) 79 cents per mile
Motorcycle No reimbursement applicable Personal aircraft Current IRS mileage rate Overnight lodging Actual reasonable cost Laundry and/or dry-cleaning after one week in continuous travel status
Actual cost, not to exceed $16.00 dollars per week
Work-related long distance telephone calls No reimbursement applicable Personal telephone calls No reimbursement applicable Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval Meals and/plus reasonable gratuities:
• Breakfast (in travel status overnight or leave home before 6:00 am)
• Lunch (in travel status and more than 35 miles from workstation)
• Dinner (in travel status overnight or return home after 7:00pm)
Meal “bunching” allowed: Two or more consecutive meals reimbursed up to the combined maximum. Dinner and breakfast the following morning are considered consecutive meals. Meals provided as part of the conference or other program are not.
Actual cost up to maximums Breakfast - $11.00 Lunch - $13.00 Dinner - $19.00
Outside the contiguous 48 United States or in pre-designated/pre-identified metropolitan areas*
Breakfast - $12.00 Lunch - $15.00 Dinner - $23.00
Expenses that are not travel related (e.g., supplies, copy charges, fax) Advances if expenses exceed $50.00.
*(See 2024-2025 Special Per Diem Rates for current localities)
RECIEPTS: Itemized receipts are required for all expensed except meals, gratuities, driving tolls, parking meters and telephone calls. All forms of cancelled checks and photocopies of credit card bills do not substitute for original receipts. An affidavit in lieu of a receipt may be allowed if the original receipt was lost, damaged, or not obtained.
ITEMIZED LIST OF CONTRACTOR’S REIMBURSABLE EXPENSES
https://www.irs.gov/pub/irs-drop/n-24-68.pdf
MINNESOTA STATE COMMISSIONER’S EXPENSE PLAN 2
UPDATED 1/3/2025
A. Minnesota State’s AUTHORIZED REPRESENTATIVE TO COMPLETE THIS SECTION:
Name and Address of Contractor:
PO Number: Vendor ID:
Contact Name: Phone/Email:
B. CONTRACTOR TO COMPLETE THIS SECTION (submit additional pages if more than one day in travel status):
Date Allowable Expense Purpose Rate Total
No. of Miles:
To:
From:
See above for applicable rate
Parking Fees (non meter)*
Actual Cost
Air Fare* Actual Cost Taxi* Actual Cost Rental Car* Actual Cost Overnight Lodging* Actual Cost Long Distance/Personal
Call Actual Cost
Breakfast, if in travel status**
Up to $10.00
Lunch, if in travel status**
Up to $13.00
Dinner, if in travel status**
Up to $16.00
Supplies* Actual Cost Copy Charges* Actual Cost Fax Charges* Actual Cost Other* Actual Cost
TOTAL FOR THE DAY
*Requires original itemized receipts **Other Metropolitan areas listed above
Remit payment to the following address if different than address from above:
Name:
Address:
C. SIGNATURES REQUIRED FOR PAYMENT:
Contractor Signature: Date:
Minnesota State Signature: Date:
| Name and Address of Contractor: |
| PO Number: |
| Vendor ID: |
| Contact Name: |
| PhoneEmail: |
| DateRow1: |
| PurposeNo of Miles To From: |
| TotalSee above for applicable rate: |
| DateRow2: |
| PurposeParking Fees non meter: |
| TotalActual Cost: |
| DateRow3: |
| PurposeAir Fare: |
| TotalActual Cost_2: |
| DateRow4: |
| PurposeTaxi: |
| TotalActual Cost_3: |
| DateRow5: |
| PurposeRental Car: |
| TotalActual Cost_4: |
| DateRow6: |
| PurposeOvernight Lodging: |
| TotalActual Cost_5: |
| DateRow7: |
| PurposeLong DistancePersonal Call: |
| TotalActual Cost_6: |
| DateRow8: |
| PurposeBreakfast if in travel status: |
| TotalUp to 1000: |
| DateRow9: |
| PurposeLunch if in travel status: |
| TotalUp to 1300: |
| DateRow10: |
| PurposeDinner if in travel status: |
| TotalUp to 1600: |
| DateRow11: |
| PurposeSupplies: |
| TotalActual Cost_7: |
| DateRow12: |
| PurposeCopy Charges: |
| TotalActual Cost_8: |
| DateRow13: |
| PurposeFax Charges: |
| TotalActual Cost_9: |
| DateRow14: |
| PurposeOther: |
| TotalActual Cost_10: |
| DateRow15: |
| PurposeTOTAL FOR THE DAY: |
| Actual CostTOTAL FOR THE DAY: |
| TotalTOTAL FOR THE DAY: |
| Name: |
| Address: |
| Date: |
| Date_2: |
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