[tei-council] per-diem rates for Oxford

[James Cummings]

On 19/11/13 23:52, Kevin Hawkins wrote:
> So I take this to mean that we are allowed to claim incidentals.

I believe you are, but I would provide receipts for them just in 
case.

> Group meals are not forbidden; it's just that you use a different line
> on the reimbursement for them and turn in receipts for them.  For meals
> that weren't covered by a group excursion or arranged by the local
> organizers (such as our lunches in Oxford), you should use the
> appropriate per-diem rate.

Yes, for most days most people had breakfast at rewley house, 
lunch provided, and dinner paid for by Syd or Sebastian.  Both 
Syd and Sebastian should make a claim for those meals with receipts.

> So I'll go with my interpretation when I mail things on Thursday unless
> I hear otherwise ...

I believe Syd's interpretation of the numbers are correct, but if 
there are any outstanding questions do ask John.

Best,

-James

>
> --Kevin
>
> On 11/15/13 10:34 PM, Syd Bauman wrote:
>> I think the 70% is total per diem permitted (i.e., TEI per diem is
>> 0.70 * US Dept of State per diem); of that, I think only 80% may be
>> used for meals. ("[T]he allowance for meals is 80% of the total TEI
>> per diem.")
>>
>> Thus the TEI per diem for a day of meals in Oxford 2013 is 97 * 0.7 *
>> 0.8 = USD 54.32.
>>
>> That said, when the document was originally written, the intent was
>> not that each traveller would claim the per diem rate per day;
>> rather, the intent was the per diem rate (which was set to USDoS, not
>> to 70% of USDoS) was a maximum. Travellers were expected to claim
>> exactly what they spent, up to this amount. There is still what may
>> be a vestige of that policy in the document: "The per diem rates are
>> intended to cover actual meals and incidental daily living expenses".
>>
>> But it certainly looks like the current (draft) policy is just to use
>> the per diem as a per diem, not as a maximum claim. However, I note
>> this draft document also says that group meals are forbotten, which
>> would put me up a proverbial creek. I've always, including for our
>> 2013-04 meeting in Providence, sumbitted exactly what I spent, with
>> receipts when I have them (which is usually), and including group
>> meals. TEI reimbursed these expenses without comment or complaint.
>>
>>> For those meals eaten while traveling but not paid for as part of a
>>> group meal or covered by our lodging, I want to check on the rates
>>> before I submit my reimbursement form.
>>>
>>> The US Department of State gives USD 97 as the meals and incidental
>>> expenses rate for Oxford. According to the Board procedures
>>> document we take 70% of this, giving USD 67.90. Last time we
>>> divided the percentages among meals as follows:
>>>
>>> breakfast: 25%
>>> lunch: 35%
>>> dinner: 40%
>>>
>>> And thus we would use the following on the reimbursement form:
>>>
>>> breakfast: USD 16.975
>>> lunch: USD 23.765
>>> dinner: USD 27.16
>>>
>>> Sound right?


-- 
Dr James Cummings, James.Cummings at it.ox.ac.uk
Academic IT Services, University of Oxford