Contractor's Reimbursable Expenses Information.html
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- Attached to
- Snow Removal Ridgewater Willmar Campus
- Solicitation number
- SRC-RWC-2026-000607-RFP
- Issued by
- Minnesota
About this file
This is a reimbursement policy document issued by Minnesota State establishing expense reimbursement limits applicable to external contractors and stakeholders operating under the Minnesota State Nonrepresented Employees Compensation Plan. The document provides comprehensive guidance on allowable reimbursable expenses across multiple categories, including mileage reimbursement rates that vary based on vehicle type (private vehicle at 72.5 cents per mile, state-owned vehicle declined at 65.5 cents per mile, wheelchair-accessible van at 81.5 cents per mile, and current IRS rates for personal aircraft), transportation costs including actual authorized airfare and rental car expenses, and meal allowances that differ between contiguous United States locations and approved metropolitan areas. Meal per diem rates range from $11 to $12 for breakfast, $13 to $15 for lunch, and $19 to $23 for dinner, with meal "bunching" permitted for consecutive meals up to combined maximums. Additional reimbursable expenses include lodging at actual cost, conference fees and banquet tickets with prior approval, tools and supplies, copy and fax charges, and laundry and dry-cleaning expenses up to $16 per week after one week of continuous travel.
All reimbursement requests are subject to review and approval by the authorized representative of Minnesota State and are not guaranteed upon submission. Itemized receipts are required for all expenses except meals, gratuities, driving tolls, parking meters, and telephone calls, with affidavits in lieu of receipts permitted only when original receipts were lost, damaged, or not obtained. Reimbursement requests and supporting documentation must be submitted to the project manager at Minnesota State's office located at 30 East 7th Street, St. Paul, MN 55101-7804, where requests will be reviewed for compliance with the Nonrepresented Employees Compensation Plan before approval and forwarding to Accounts Payable for processing. Personal telephone calls, work-related long distance calls, and motorcycle travel are explicitly not reimbursable under this policy.
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Nonrepresented Employees Compensation Plan
Procurement on Minnstate.edu
Last updated: January 21, 2026
Reimbursement Limits
Reference limits used when seeking reimbursement under the Minnesota State Nonrepresented Employees Compensation Plan. Reimbursement is subject to review and approval by the authorized representative of Minnesota State.
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Reimbursement Limits
How to Use
Submitting Requests
Reimbursement Limits
Mileage
| Private vehicle (state-owned not available): |
| 72.5¢ per mile |
| State-owned vehicle available but declined: |
| 65.5¢ per mile |
| Wheelchair-accessible personal van: |
| .815¢ per mile |
| Personal aircraft: |
| Current IRS mileage rate |
| Motorcycle: |
| Not reimbursable |
Transportation
| Airfare, taxi, rental car, commercial transportation: |
| Actual authorized cost plus reasonable gratuities |
| Parking fees and tolls: |
| Actual cost |
Meals and reasonable gratuities (contiguous United States)
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.
| Breakfast (travel status overnight or leave before 6:00 am): |
| up to $11 |
| Lunch (travel status overnight and more than 35 miles from primary workstation): |
| up to $13 |
| Dinner (travel status overnight or return home after 7:00 pm): |
| up to $19 |
Meals (approved metropolitan areas or outside contiguous 48 U.S.)
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.
Reference: IRS Notice – approved metropolitan areas / rates (opens in a new tab)
| Breakfast (travel status overnight or leave before 6:00 am): |
| up to $12 |
| Lunch (travel status overnight and more than 35 miles from primary workstation): |
| up to $15 |
| Dinner (travel status overnight or return home after 7:00 pm): |
| up to $23 |
Lodging
Meals and reasonable gratuities (contiguous United States)
Other reimbursable expenses
| Tools, supplies, copy charges, fax charges: |
| Actual cost |
| Conference fees and banquet tickets: |
| Actual cost with prior approval |
| Laundry and dry-cleaning (after one week continuous travel): |
| Up to $16 per week |
Not reimbursable
Personal telephone calls, work-related long distance calls, motorcycle travel.
How to Use These Reimbursement Limits
The limits on this page apply to external contractors and stakeholders seeking reimbursement under the Minnesota State Nonrepresented Employees Compensation Plan. Reimbursement is subject to review and approval by the authorized representative of Minnesota State.
These limits are provided for reference only. Submission of expenses does not guarantee reimbursement.
Submitting Reimbursement Requests
Itemized receipts are required for all expenses except meals, gratuities, driving tolls, parking meters, and telephone calls. 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.
Process
Submit reimbursement requests and supporting documentation to the project manager at Minnesota State.
Requests will be reviewed for compliance with the Nonrepresented Employees Compensation Plan.
Approved requests will be forwarded to Accounts Payable for processing.
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| Willmar Campus Map.pdf | ||
| 1404822-event.pdf |
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