Exhibit A - Travel Rates.pdf
PDF 202 KB Posted
- Attached to
- Indigenous Historian - Consultant
- Solicitation number
- RFP-751-260000000221-1
- Issued by
- Michigan
About this file
This is a Quick Reference Travel Guide issued by the Michigan Department of Natural Resources effective October 1, 2025, establishing reimbursement rates and policies for state employee travel expenses. The guide provides standardized rates for lodging, meals, mileage, and incidental costs across three geographic categories: Michigan select cities, Michigan in-state all other cities, and out-of-state locations. Michigan select cities include Ann Arbor, Auburn Hills, Beaver Island, Detroit, Grand Rapids, Holland, Leland, Mackinac Island, Midland, Muskegon, Petoskey, Pontiac, South Haven, Traverse City, and all of Grand Traverse, Oakland, and Wayne Counties. Lodging rates are consistent at $98.00 across Michigan categories, with meal allowances varying by location and meal type, ranging from $12.00 to $31.00 for Michigan locations and $16.00 to $36.00 for out-of-state travel. The standard mileage reimbursement rate is $0.47 per mile, with a premium rate of $0.70 per mile available with prior approval when state vehicles are unavailable.
The policy establishes specific eligibility requirements for meal reimbursement based on travel duration and time windows, allows reimbursement for conference meals and pre-arranged group functions with supporting documentation, and permits "Midnight Lunch" claims for extended travel. Lodging reimbursement cannot exceed published rates plus taxes and fees, except for conference lodging or when published rates are unavailable through the contracted travel agent FROSCH Travel. Incidental costs are reimbursed at $5.00 per overnight stay. All expense claims require detailed receipts documenting date, amounts, vendor information, itemized purchases, and item descriptions. Personal expenses, including alcoholic beverages and tobacco, are not reimbursable. Vicinity mileage for official business and home-based travel starts are permitted with appropriate documentation, though total reimbursement cannot exceed what would be available from the official work station.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 26-0221 - MHC - Indigenous Historian.docx | DOCX document |
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Text version
TRAVEL RATES EFFECTIVE OCT. 1, 2025
MICHIGAN SELECT CITIES
Lodging .................................................................... $98.00 Breakfast ................................................................... $14.00 Lunch ........................................................................ $16.00 Dinner ....................................................................... $31.00
MICHIGAN SELECT CITIES/COUNTIES
Ann Arbor Auburn Hills Beaver Island Detroit Grand Rapids Holland Leland Mackinac Island Midland Muskegon Petoskey Pontiac South Haven Traverse City All of Grand Traverse County All of Oakland County All of Wayne County
MICHIGAN IN-STATE ALL OTHER CITIES
Lodging .................................................................... $98.00 Breakfast ...................................................................$12.00 Lunch ........................................................................$14.00 Dinner ....................................................................... $27.00
OUT-OF-STATE SELECT CITIES*
Lodging Contact FROSCH Travel Breakfast ................................................................... $22.00 Lunch ........................................................................ $23.00 Dinner ....................................................................... $36.00
*See DTMB Vehicle and Travel Services Schedule of Travel Rates for Classified and Unclassified Employees for listing of Out-of-State Select Cities/Counties.
OUT-OF-STATE TRAVEL ALL OTHER CITIES
Lodging Contact FROSCH Travel Breakfast ................................................................... $16.00 Lunch ........................................................................ $19.00 Dinner ....................................................................... $28.00
MILEAGE RATES
Standard Rate Per Mile ...............................................$0.47 Premium Rate Per Mile ..............................................$0.70
Using privately-owned vehicles for official travel must be authorized and approved by the traveler’s agency.
INCIDENTAL COSTS
Per overnight stay ............................................................ $5.00
Michigan Department of Natural Resources
Quick Reference Travel Guide
Effective October 1, 2025
R0350 (Revised 09/23/2025) mailto:DNR-LED-SupportServices@michigan.gov mailto:WilmothV1@michigan.gov http://www.concursolutions.com/ https://www.michigan.gov/dtmb/0,5552,7-358-82548_13132---,00.html
MEALS
Meal allowance cannot exceed the applicable maximum published state rate, including tax and gratuities, except for:
• Conference attendance when supported by program literature and a receipt.
• Other pre-arranged meals occurring as part of a group function identified in official program literature with a receipt.
When the duration of travel includes a partial day, the following schedule determines eligibility for meals:
Reimbursable Meal
Travel Begins on or Before
And Travel Extends on or Past
Breakfast 5:59 a.m. (05:59) 8:31 a.m. (08:31) Lunch 11:29 a.m. (11:29) 2:01 p.m. (14:01) Dinner 5:29 p.m. (17:29) 8:01 p.m. (20:01)
Employees working intermittent hours throughout the day may claim “Midnight Lunch” when travel commences prior to 10:30 p.m. and extends beyond 2:00 a.m. Employees on continuous travel status for 14 hours or more may also claim “Midnight Lunch” if work extends for any period after midnight.
GROUP MEALS
The Director, Deputy Directors, Division Chiefs, and Office Chiefs may authorize group meetings which include meals.
Such authorization shall be requested, in writing, providing the meal contributes to efficient and effective departmental operations and there is not a reasonable less expensive alternative. Approval for such meals must be in writing.
DETAILED RECEIPTS
All receipts supporting travel expense must have the following elements clearly printed to be acceptable: date expense incurred, amounts, vendor name and city, itemized purchases, general description of the items.
Personal expenses, including alcoholic beverages and tobacco, are not reimbursable.
MILEAGE
Standard Mileage Rate: The reimbursable amount per mile for use of a privately-owned vehicle.
Premium Mileage Rate (Prior Approval Required): The reimbursable amount per mile for use of an approved privately-owned vehicle when no state vehicle is available.
Vicinity Miles: Reimbursement for vicinity mileage incidental to conducting official business is allowed. Documentation must provide sufficient detail to justify mileage claimed.
When Mileage Commences/Ends at Home: An employee may start or end travel at home, remote work location or the official work station at the agency’s discretion. When travel starts or ends at the employee’s home or remote work location, mileage reimbursement is based on round-trip mileage to the field assignment but cannot exceed the reimbursement available if the travel had started and ended at the official work station.
LODGING
Reimbursement for the actual cost of lodging cannot exceed the applicable maximum published state rate plus taxes, fees, and surcharges except when:
• Booking conference lodging supported by program literature and a receipt.
• Lodging at the published state rate is unavailable and is booked through the contracted travel agent.
Reimbursement requests must be supported by confirmation number from the travel agent with a receipt.
Employees choosing lodging based on personal preference are responsible for paying any additional costs incurred.
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