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Meal & Beverage Reimbursements

   A.  A credit card “total only” receipt is not acceptable documentation. For reimbursement documentation, 
        printed receipts should include:
       1. The name and location of the restaurant
       2. The names of people served
       3. The food/beverages ordered
       4. The date and amount of the expense

NOTE: Increasingly tips are automatically added to meal receipts. They may also be referred to as service charge or delivery charge for in room dining. Additional tipping will not be covered by ACICS. Tipping beyond 20% will
also not be reimbursed.

   B.  Meals charged to hotel bills must be reasonable and documented with a receipt showing:
        1. The name and location of the restaurant
        2. The names of people served
        3. The food/beverages ordered
        4. The date and amount of the expense 


   C.  Reimbursement for meals/food/beverages normally begins after departure from the home base and 
        continues until return to the home base. Therefore, reimbursement for meals/ food/beverages purchased 
        (at airports or in transit to or from the airport) before departures from or after return to your airport of 
        departure is not normally provided. However, reimbursement will be given for meals/food/beverages 
        purchased before departures from an airport if there is a delay in departure time or the flight is longer 
        than three hours and for meals/food/beverages purchased after return if an unusually late arrival is 
        involved. A written explanation should accompany requests for such reimbursements. 

   D.  For meal and beverage purchases only which are under $10, a receipt is no longer necessary. 
        However, an explanation for the expense must include the purpose of the expense, the amount

        and date.

   E.  Lavish or extravagant meals – Each visit is unique; lavish and extravagant meals should be avoided. 
        ACICS staff has been advised that perception by others is important when choosing restaurants.


   F.  Alcohol: Discretion should be used. Perception by others is important.
        1. Reimbursement will not be made for alcohol consumed other than that served at a meal and detailed on 
            a meal receipt. Alcohol consumed in a bar area while waiting to be seated for dinner may be considered 
            as being served at the meal that follows.
        2. There is a maximum of two alcoholic beverages per meal per person.
        3. Alcoholic beverages served for group consumption, such as pitchers of beer or bottles of wine are not 
            allowed.
        4. Prior to operating motor vehicles, abstain from consuming alcohol.

 

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