Per Diem
Adding Per Diem
Per Diem is used to cover all meal expenses during business travel. The University cannot reimburse individual meal receipts unless the meal was a part of a business meeting to conduct University business. Instead, a flat rate is allotted to any individual who is in business travel for more than 1 day.
After clicking Create New to add an expense to your reimbursement request, select the Meals/Per Diem expense tile and then select the Meals - Per Diem Wizard sub-tile. Then follow the instructions shown below to calculate your Per Diem using the wizard.
Step 1: Adding Per Diem Details
Start Date: Enter the start date of the business travel.
End Date: Enter the end date of the business travel.
Day: This will automatically calculate based on the start and end date entered.
Business Purpose: This will automatically populate what you entered at the header level.
Description: Optional field to add details or clarifications about the expense.
Location: Location of the conference/destination for business travel.
Search for and enter your CFOP(s). If you do not have a CFOP to use, you will need to request one from your supervisor or departmental head.
Please note that the Allocation field will automatically fill in with the CFOP provided in the first expense completed. It will do this for all following expenses entered but can be changed manually.
Once you have added all the Per Diem details and allocation, click Add to Preview.
On the right side of the page, the Per Diem Rates Preview will appear with each day of the travel populated. For each day, you will have the following options:
- Check any meals that are NOT being requested for reimbursement.
- Document the days where the reimbursee is actively traveling to or from the event by checking the Travel Day box on the appropriate dates. This is typically just the first and last day of the business travel.
After you've added any additional deductions, click the Apply button at the bottom right of the page. Your Per Diem rates will then be added to the other expenses that you have completed.
If you have additional expenses to add to this travel reimbursement report, return to Step 3: Add a New Expense.
If you have entered all of your expenses related to this travel reimbursement report, go to Step 4: Submitting the Report.