Do you provide 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 in any of your Corporate policies, and your employees can then use these Per Diem rates to claim Per Diem allowances. 

Broadly speaking, there are three types of Per Diem allowances that our customers set up:

  1. Single Rate Per Diem
  2. Project/Client Per Diem
  3. Geographical (Destination) Per Diem

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


Single Rate Per Diem

Many of our customers define a single Per Diem rate, regardless of destination. In this case, simply enable Per Diem on your Corporate 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, 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 you cannot edit the amount


Project/Client Per Diem

A lot of customers, particularly consulting firms, will organise their Per Diem rates based on projects or clients. In this case, simply enable Per Diem on your Corporate policy, and then create your rates. If you have a lot of rates, you can also import from a spreadsheet. Some customers 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, 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 you cannot edit the amount


Geographical (Destination) Per Diem

A lot of customers, particularly companies with employees in Germany, will organise their Per Diem rates based on the destination country/ city. In this case, simply enable Per Diem on your Corporate policy, and then create your rates. If you have a lot of rates, you can also import from a spreadsheet. Some customers 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, 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 you cannot edit the amount

To create deductions (for example, if a meal is provided by another colleague), but 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.

Still need help?

Our friendly success team is here to help! Send us an email to help@expensify.com and we'll get back to you within 24 hours.