2025 Expense Reimbursement.pdf
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- Solicitation number
- SRC-SMSU-2026-000509-RFP
- Issued by
- Minnesota
About this file
This is an expense reimbursement policy document for Minnesota State Commissioners, effective January 3, 2025, governing reimbursable travel and business expenses for contractors conducting work on behalf of the state. The policy establishes specific reimbursement rates and allowances across multiple expense categories including mileage, lodging, meals, transportation, and miscellaneous business costs. Mileage reimbursement rates vary based on vehicle type and availability, ranging from 63 cents per mile for declined state-owned vehicle use to 79 cents per mile for specially equipped accessible vans. Meal reimbursement limits are $11 for breakfast, $13 for lunch, and $19 for dinner within the contiguous 48 states, with increased limits for designated metropolitan areas outside this region ($12, $15, and $23 respectively). The policy permits meal "bunching" where consecutive meals can be combined up to the total maximum allowance. All expenses require proper documentation, with itemized receipts mandated for all costs except meals, gratuities, tolls, and parking meter fees.
The reimbursement form requires completion by both the contractor and Minnesota State's authorized representative, with separate sections for contractor information, daily expense itemization, and signature authorization from both parties. Special expense categories requiring prior approval include conference fees and banquet tickets. Laundry and dry-cleaning expenses are capped at $16 per week during continuous travel status. The policy explicitly excludes reimbursement for personal aircraft use, motorcycle expenses, and personal telephone calls. An affidavit in lieu of receipt may be accepted if original documentation was lost, damaged, or unavailable. Advances are available for non-travel-related expenses exceeding $50. The updated policy references current IRS mileage rates and directs users to 2024-2025 special per diem rates for designated metropolitan areas to determine applicable meal limits.
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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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