Contractor's Reimbursable Expenses

• 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: 79¢ 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
• Lodging: Actual reasonable overnight lodging 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.
  • 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
• 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 below apply to external contractors and stakeholders seeking reimbursement under the Minnesota State Commissioner’s Expense 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. All forms of 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.

Reimbursement requests and supporting documentation should be submitted to the project manager at Minnesota State.

Requests will be reviewed for compliance with the Commissioner’s Expense Plan. Approved requests will be forwarded to Accounts Payable for processing.