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C. For attendance at impromptu or informal meetings or conferences not previously arranged and approved, and which involves both employees who are at their work or home stations and others who are not, reimbursement for all will be at rates not in excess of the regular published meal rates. Receipts are required. D. For required attendance at any meeting of their governing board or commission, employees will be reimbursed for their actual meal and lodging expenses supported by receipts. E. Employees required to attend any prearranged meeting called by an independent organization, and held at the employee's official workstation, shall be reimbursed for meal expenses in accordance with the established rates, providing such meeting ends 2 1/2 hours or less prior to the beginning of the official work shift or begins 2 1/2 hours or less after the end of the official work shift. The employee must be representing their department at such meetings, and it must be established that it was not practical for the employee to return to their residence for the meal. 7.4.4 MILEAGE REIMBURSEMENT Mileage must be supported by daily travel log(s) with beginning and ending addresses, mileage total, and reason for travel. Appendix H is a sample travel log that is provided as a guide. If used to support mileage, please be sure all pertinent columns are completed. A travel log used by the organization to track grant related mileage is also acceptable but must include all information requested in the sample travel log. Vicinity miles are miles driven over and above the total miles from point A to point B. For example, if an individual drives from point A to point B for a meeting that extends into the lunch hour, drives 5 miles to lunch, returns to point B for a continuation of the meeting, and then concludes travel at point A, the 5 miles driven to lunch would be considered vicinity miles. Vicinity miles will be reimbursed within reason and on a case-by-case basis. The use of a rental car in lieu of a personal car is allowed, but the MPSC Grant Administrator must be advised prior to travel.  Mileage at the State rate, which includes the cost of gas and rental car related expenses (excluding optional expenses, e.g., insurance) will be reimbursed up to the allowable amount as if a personal car had been used. For example, if a rental car is driven 400 miles the Grantee will be reimbursed up to $144.00 (400 miles x .440 per mile), or up to the base amount listed on the rental invoice. The most economical, feasible and plausible method of travel will be allowed. A cost comparison between the personal car and rental must be included with all travel vouchers.  If multiple individuals working on the grant travel in the same rental vehicle, the allowable expense will be calculated based on a maximum of three individuals traveling. For example, if a rental car is driven 400 miles total, the Grantee will be reimbursed up to $432.00 (400 x 3 travelers x .340 per mile), or up to the base amount listed on the rental invoice.  If a rental car is used for multiple individuals working on the grant, one individual should take responsibility for paying the charge and requesting reimbursement. On the travel log for the dates in question, the remaining individuals would indicate “rode in rental car with.” When