Contractor's Reimbursable Expenses Information.html
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- Attached to
- Snow Removal Services FY27 - FY29
- Solicitation number
- SRC-METRO-2027-000638-RFP
- Issued by
- Minnesota
About this file
This document is a reimbursement guidelines reference for external contractors and stakeholders working with Minnesota State under the Nonrepresented Employees Compensation Plan. The guidelines establish maximum reimbursable amounts for various expense categories incurred during project work. Mileage reimbursement rates vary by vehicle type, ranging from 69 cents per mile for declined state-owned vehicles to 81.5 cents per mile for wheelchair-accessible personal vans, with private aircraft reimbursed at the current IRS rate. Transportation costs including airfare, taxi, rental cars, and commercial transportation are reimbursed at actual authorized cost plus reasonable gratuities. Meal reimbursement limits in the contiguous United States are capped at $11 for breakfast, $13 for lunch, and $19 for dinner, with higher limits applicable to approved metropolitan areas and locations outside the contiguous 48 states. Lodging costs are reimbursed at actual expense, and laundry and dry-cleaning are covered up to $16 per week after one week of continuous travel.
Additional reimbursable expenses include tools, supplies, copy charges, fax charges, conference fees, and banquet tickets, all at actual cost with prior approval where required. Contractors must submit itemized receipts for all expenses except meals, gratuities, tolls, parking meters, and telephone calls, with affidavits accepted as substitutes when original receipts are lost or unavailable. Personal telephone calls, work-related long distance calls, and motorcycle travel are explicitly not reimbursable. All reimbursement requests require submission to the project manager at Minnesota State's Saint Paul office for compliance review and approval before forwarding to Accounts Payable for processing. These limits are provided for reference only, and submission of expenses does not guarantee reimbursement.
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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
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Reimbursement Form
Reimbursement Limits
Mileage
| Private vehicle (state-owned not available): |
| 76¢ per mile |
| State-owned vehicle available but declined: |
| 69¢ 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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Other files
| File | Type | Posted |
|---|---|---|
| 1436321-event.pdf | ||
| ATTACHMENT A - Snow Removal Priority Map.docx | DOCX document |
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