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DeKalb County commissioners debate one-day meal reimbursements over IRS rules
Summary
Commissioners discussed allowing a $21 lunch reimbursement for single-day, work-related events after a Title 4‑D administrator asked the board to match neighboring cities. County Auditor Susan Sleeper warned that IRS overnight rules could make day-meal reimbursements taxable; the board agreed to research how the City of Auburn handles it before deciding.
Michelle Haspa, Title 4‑D administrator, urged the board to allow a modest meal reimbursement for single-day training and conferences, saying her office spends roughly $2,000–$3,000 annually on travel and that the Grand Wayne Center will not provide meals for two of three conference days. "I’m just asking if we could possibly have a credit for some lunch," Haspa said, proposing a $21 per‑person allowance — half the county’s $42 overnight per diem — so staff attending county business wouldn’t pay out of pocket.
County Auditor Susan Sleeper cautioned that IRS rules commonly require an overnight stay to treat meal reimbursements as nontaxable per diem. "In order to have a meal reimbursement, it has to qualify. It has to meet the overnight rule," she said, explaining that day‑meal reimbursements can be treated as a taxable fringe benefit and would need receipts and payroll taxation. Sleeper also noted that the prior commissioners moved to a flat per‑diem system to simplify bookkeeping and avoid burdensome receipt tracking.
Commissioners discussed the tradeoffs between employee relief and added administrative work and payroll taxation. One commissioner suggested reaching out to the City of Auburn, which reportedly reimburses for lunches, to learn whether and how Auburn navigates the IRS and payroll issues. "I would think we should wait. I would like to reach out to Auburn and see how they're doing if there's a way around the tax," one commissioner said.
No final vote or ordinance change occurred; one commissioner said they would resend the motion for formal consideration after follow‑up with Auburn and additional staff research. The matter will return to a future meeting once staff report back on whether a day‑meal reimbursement program can be implemented without creating unintended payroll or tax liabilities.
