Do you track Per Diem allowances for business travel? Well, good news: you can easily set up your Per Diem rates in Expensify! You can enable Per Diem, and you or your employees can then use these Per Diem rates to claim Per Diem allowances. Per Diem tracking is available across both Individual and Group (Collect and Control) Policy types. 

We'll now walk through how to set up Per Diem under each of these three main use cases.

Managing Per Diem in Expensify

You can enable Per Diem and manage your Per Diem rates in the Expensify website, by going to Settings > Policies > Individual or Group > [Policy Name] > Per Diem. Once you've enabled Per Diem, you'll be able to add individual rates, or use Import from spreadsheet to import a list of rates. 

If you set up Per Diem rates on your individual (Track or Submit) policy, then those rates are only available to you in Expensify and not any other user. If you'd like to create Per Diem rates that other people can also use, you'll want to create a group (Collect or Control) policy instead.

Single Rate Per Diem

Many of our users define a single Per Diem rate, regardless of destination. In this case, simply enable Per Diem on your policy, and then create your rate. Some customers may have a full day rate as well as a travel day rate, which we show below. You will set three elements for each Per Diem: the name, the rate, and the currency.

Once you've added these rates to your policy, you and/or your employees can then create a new Per Diem allowance via the mobile app and the web app (Just click New Expense > Per Diem). They'll just need to enter the quantity of the rate to claim, select the rate itself, the day of the claim, and any extra information. The amount of the claim is calculated automatically, and once created it cannot be edited

Project/Client Per Diem

A lot of our users, particularly consulting firms, will organize their Per Diem rates based on projects or clients. In this case, simply enable Per Diem on your policy, and then create your rates. If you have a lot of rates, you can also import from a spreadsheet. Some users may have a full day rate for each project/client as well as a travel day rate, breakfast, lunch, dinner and incidental rates. You will set three elements for each Per Diem: the name, the rate, and the currency.

Once you've added these rates to your policy, you and/or your employees can then create a new Per Diem allowance (Just click New Expense > Per Diem; tap the plus sign in the upper right corner on mobile). They'll just need to enter the quantity of the rate to claim, select the rate itself, the day of the claim, and any extra information. The amount of the claim is calculated automatically, and once created cannot be edited.

Geographical (Destination) Per Diem

A lot of our users, particularly companies with employees in Germany, will organize their Per Diem rates based on the destination country/city. In this case, simply enable Per Diem on your policy, and then create your rates. If you have a lot of rates, you can also import from a spreadsheet. Some users may have a full day rate for each country as well as a travel day rate, breakfast, lunch, dinner and incidental rates. You will set three elements for each Per Diem: the name, the rate, and the currency.

Once you've added these rates to your policy, you and/or your employees can then create a new Per Diem allowance (Just click New Expense > Per Diem). They'll just need to enter the quantity of the rate to claim, select the rate itself, the day of the claim, and any extra information. The amount of the claim is calculated automatically, and once created cannot be edited

To create deductions (for example, if a meal is provided by another colleague), add the relevant rate in the policy editor, and then your employee can create a Per Diem claim with a negative quantity. That will create a negative expense, and will deduct the relevant amount from the Full Day claims.

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