I am currently working in Belgium on shifts(12hrs) and during the Christmas holidays I was tasked with 2 x 24 hrs shifts. I've since put in a memo for supper and late night meals allowance but has been refused because I don't have receipts. I work in a secure area alone and requires me to stay in my office and cannot leave the area for more than 10 mins. There is no box lunches provided or mess and deliveries cannot be made on SHAPE. I've been on the internet looking at policies and cannot seems to find anything that would support my request. Any help would be greatly appreciated. Thank you.
Over the Christmas holdiays 2008, I did a series of Duty Os; as the mess was closed during the periods of my duties, we had to order out our meals; we were clearly briefed that we must keep our receipts in order to claim the meal - I'm actually quite sure they had us all sign a word doc sheet stating as much as part of our mass briefings prior to the holidays. I kept all mine and was reimbursed my "actual costs" for those purchased meals (not the daily meal rate) IAW regulations.
On one of my DutyOs, the gentlemen who was the B Duty Sgt managed to lose his receipt for his supper purchase. It was 18 bucks (and change) because I was there when he ordered, paid and consumed it. He wrote up a short little memo stating that he had lost his receipt and I wrote one advising that he had indeed purchased the meal during our duty. He included them with his other recipts. He was reimbursed the 18 bucks, but not the change (because we couldn't remember exactly how much the 'change' was) for his meal.
The directives are pretty clear - you must retain your receipts and will be reimbursed only for actual expenses (else we'd have shiftworkers all over the country bringing in their baggie lunches & microwave dinners from home, but charging the taxpayers for meals never purchased during their shifts).
Was there anything in your briefing about having to provide for your own meals during the holidays? Anything that stated that meals could not be provided by the employer while on duty? This was all clearly laid out to us in our duty brief. Anyone to back up that fact that you actually did incur the expense (ie a witness)?
If not, if you have access to online banking ... perhaps some print screens which show your debit being used for "restaurant X at Y time on Z date in the amount of $$"? Proof that the purchases were actually made?
Other than that, I don't know what to tell you.