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Per Diem Expenses


| Requirements | Per Diem Meals | Per Diem Lodging & Meals |

Requirements

Travelers may be reimbursed for meal and incidental expenses up to the maximum full daily rate established by the federal government. They may also claim both lodging and meals together.

Note: If a traveler plans to claim a per diem expense, the traveler cannot use a GEMS card for these expenses. All per diem expenses must be out-of-pocket.

The daily per diems must be adjusted for the following situations:

Deductions for First and Last Days of Travel:On the first day and the last day of travel, the traveler can only be reimbursed for 75% of the per diem rate. In other words, the traveler must deduct 25% of the meal per diem for both the first and last days of travel.

Deductions for Meals Included in Registration Fees or Hotel Rates:
When a meal has been paid for as a part of a registration fee or included in the hotel rate, a deduction must be made from the applicable per diem rate. The percentage to be deducted is as follows:

Deductions for Business Meals (meals with other guests):
When the traveler or another person expenses a meal as a Business Meal, the traveler must deduct that meal from the per diem rate for that day. Use the same percentages above to determine how much to deduct: 25% for breakfast or lunch and 50% for dinner.

Deductions for Non-Business Days:
Weekends, holidays, and other "standby" days may be counted as business days as long as they fall between business travel days. If they are at the beginning or end of a traveler’s activity and the traveler is at the business destination for non-business reasons, reimbursement is not allowed for the additional days. The only exception is when the air travel is at a lower total cost if the traveler stays over a weekend or holiday. In order to qualify for the daily per diem, the non-business days must be in the same city on days adjacent to the business activity.

No Lodging Expense on Last Day of Travel:
If the traveler is claiming a Lodging and Meals per diem, the traveler cannot claim a lodging expense for the last day of travel since there is no stay over on that day. The traveler can claim 75% of the meal per diem rate on the last day.

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Per Diem Meals

If you visit more than one location, you must complete one per diem meals expense for each destination. To enter this expense:

  1. Within the expense report, click New Expense and select the Per Diem Meals expense type.
  2. Complete the Start Date, End Date, and City fields.
  3. For the # of Days field, use the requirements above to determine the actual number of days for which you will be reimbursed.
  4. In the Daily Amount field, use the Per Diem link on My Concur, under Company Info, to determine the rate for your destination city.
  5. To complete the Amount in USD field, add together the meal expense for each day based on the Daily Amount. Remember to deduct 25% of the Daily Amount for the first and last days of travel. Also deduct for any meals provided as part of a hotel rate or conference meal, as well as any meals expensed as Business Meals according to the requirements above. Be sure to enter the expense in US dollars.
  6. Be sure to enter the expense in US dollars. For foreign travel, you may need to change the currency setting to USD before entering the amount.
  7. In the Comment field, enter a short note about how you calculated the expense (e.g. "Daily per diem for 5 days, with 25% deducted on first and last days").
  8. Click Save.

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Per Diem Lodging and Meals

If you travel to more than one location, you must complete one per diem lodging and meals expense for each destination. To enter this expense:

  1. Within the expense report, click New Expense and select the Per Diem Lodging & Meals expense type.
  2. Complete the Start Date, End Date, and City fields.
  3. For the # of Days field, use the requirements above to determine the actual number of days for which you will be reimbursed.
  4. In the Daily Amount field, use the Per Diem link on My Concur, under Company Info, to determine the rates for your destination city.
  5. To complete the Amount in USD field, add together the lodging and meal expense for each day based on the Daily Amount. Remember to deduct 25% of the meal portion of the Daily Amount for the first and last days of travel. Also deduct for any meals provided as part of a hotel rate or conference meal, as well as any meals expensed as Business Meals according to the requirements above. In addition, do not include a lodging expense for the last day of travel.
  6. Be sure to enter the expense in US dollars. For foreign travel, you may need to change the currency setting to USD before entering the amount.
  7. In the Comment field, enter a short note about how you calculated the expense (e.g., "Daily amount for 4 days; 3 nights lodging expense and 4 days of meals with 25% of meal per diem deducted on first and last days").
  8. Click Save.

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