Travel meal reimbursement is an optional company policy for how much employees can claim for meals while travelling. It sets claim amounts. It does not put spending limits on your company cards, decline restaurant purchases, or change card reconciliation. If your company doesn't reimburse travel meals on an allowance, you can leave it unconfigured and everything else keeps working.
Set it up
In Team Management → Push Settings, choose Travel meal reimbursement from Choose setting, then fill in:
- Policy name and Effective date.
- Method:
- Actual reimbursement: employees claim what they actually spent.
- Fixed daily amount: one amount per travel day.
- Fixed amount per meal: separate breakfast, lunch, dinner and incidentals amounts.
- Depending on your country, a government benchmark may also be offered, such as the US GSA rate or the UK HMRC rate.
- Currency.
- How the amount works: Maximum reimbursement (a cap on what can be claimed) or Flat allowance paid (the set amount is paid).
- Receipt rule: Receipt always required, Required above a threshold, or Not required by company policy.
- Optional: Require trip purpose and Apply automatically to new team members.
Choose Publish policy, select the members, then choose Assign version… to apply it to your current team. Publishing a change creates a new version (Publish new version), and the member list shows who is Current, who has an Update available, and who is Not assigned. The policy applies to members with an active license; the team owner can't be assigned one.
What employees see
Employees record travel meals from Add Expense → Add Travel Expense → Travel meals & allowances. When a policy is assigned to them, it appears first and sets the amount they can claim.
What it doesn't do
- It doesn't set or enforce bank or card limits.
- It doesn't block or reject restaurant receipts found in Gmail or matched on a company card.
- It isn't needed for corporate card reconciliation.
For individual per diem tracking and tax rules, see per diem tracking.