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5.2.9 Meals for Required Employee Attendance A state employee may be reimbursed for meals,including lunches,when the employee's job requires his/her attendance at the meeting of a board, commission,committee, or council in his/her official capacity and the meal is preplanned as part of the meeting for the entire board, commission, committee,or council. Such board, commission, committee,or council meetings must include persons other than the employees of a single state agency or institution. 5.2.10 Reimbursement for Meals Each employee is responsible for his or her own request for meal reimbursement. Tips for meals are included in the meal allowance. Each meal reimbursement rate must be listed on the reimbursement request. Departure and arrival times must also be listed on the reimbursement request. The costs of meals included in other related activities (registration fees, conference costs,hotel registration, etc.)may not be duplicated in reimbursement requests. An employee may be reimbursed, if requested, for breakfast even if their lodging establishment offers a free continental breakfast. If funding sources involve federal or non-state sources and the overseeing grant entities allow travel reimbursement rates that exceed state reimbursement rates and per diem amounts, state agencies shall utilize the lower standard state rates or the rates set in the agency's policy as applicable per Section 5.2.1. Exceptions to this policy can be approved by the Agency head or their designee and must be included in the non-state grant records. 5.2.11 Excess Meals No excess reimbursement will be allowed for meals unless there are predetermined charges, or the meals were for out-of-country travel. The agency head or their designee may grant excess subsistence for meals for out-of-country travel. 5.2.12 Convention Registration State law allows reimbursement of the actual amount of convention registration fees as shown by a valid receipt or invoice (G.S. 138.6) 5.2.13 Transportation by Personal Vehicle It is the intent of the State that state employee travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the State. Agency heads should establish internal policies regarding passenger vehicle transportation and mileage reimbursement for in- state and out-of-state travel, including day and overnight trips. Agencies are encouraged to j establish policies that promote efficient travel, such as ride-sharing. I I Agencies should maximize utilization of state-owned vehicles (agency-owned or agency- assigned vehicles owned by the Department of Administration)whenever possible. When state- -_ i i