Some companies allow employees to spend a specific amount per day on living and travel expenses associated with work. The amount usually varies by location and is defined by government guidelines. You can add per diem expense line items to your expense reports.
On the Add Expense screen, click CREATE NEW and select the Per Diem expense type from the mosaic. Your company may offer Per Diem and/or the Per Diem Wizard, and these tiles may be subcategories under a broader expense category, like Meals or Mileage.
Per Diem
1. Enter the date, location and, if desired, a description. The Spent field is inactive because this amount will be calculated automatically based on the location and company policies.
2. The Deductibles panel will appear after you have entered a date and a location. It allows you to check off per diem items for which you do not need to be reimbursed. For example, if you did not use your per diem to pay for lunch because it was provided at the conference you attended, checking the "Lunch" box will reduce your reimbursement by the amount that your company allows for lunch.
- Travel Day: Meals and incidentals are reimbursed at different rates on travel days: 75% for meals and 100% for incidentals. Check this box to indicate whether a specific date was a travel day.
- Additional Deduction: You can reduce your reimbursement by more than the standard allowance by entering the amount in the Additional Deduction box.
3. Use the drop-down menu to search for and assign the per diem to a specific allocation. Click ADD ALLOCATION to split it among multiple allocations.
4. If necessary, click ADD ATTACHMENTS to add documentation.
5. Click SAVE.
Per Diem Wizard
The Per Diem Wizard allows you to enter expenses for multiple days simultaneously.
1. Enter the Start Date and End Date. The number of days will be calculated automatically.
2. Select the location. Your company may have chosen to offer just In-State and Out-of-State rates rather than specific rates for each city.
3. Use the drop-down menu to search for and assign the per diem to a specific allocation. Click ADD ALLOCATION to split it among multiple allocations.
4. Click ADD ENTRIES. The per diem entries you made for each day will display in the panel on the right, for wide-screen devices, or on a replacement panel on narrow-screen devices.
5. Click the arrow next to an entry to reveal its Deductibles panel. This allows you to check off per diem items for which you do not need to be reimbursed. For example, if you did not use your per diem to pay for lunch because it was provided at the conference you attended, checking the "Lunch" box will reduce your reimbursement by the amount that your company allows for lunch.
- Travel Day: Meals and incidentals are reimbursed at different rates on travel days: 75% for meals and 100% for incidentals. Check this box to indicate whether a specific date was a travel day.
- Additional Deduction: You can reduce your reimbursement by more than the standard allowance by entering the amount in the Additional Deduction box.
6. To add more per diem entries, click ADD ENTRIES at the bottom of the left panel on wide-screen devices or click + ADD MORE ENTRIES below the itemized entries on narrow-screen devices.
7. When you are finished, click ADD TO REPORT.
Per Diem Lodging Calculator
The Per Diem Lodging Calculator makes it easy to calculate the correct amount of lodging per diem applicable to your expense report.
1. On the Add Expense screen, click PER DIEM, then click PD LODGING.
2. Enter the start date, end date, location and the number of rooms into the calculator
3. When you click SAVE, the Allowable Total value is displayed on the Expense Entry form.
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