Per diem allowances are created to deal with account for partial days of travel. This applies only to meals per diem and max per diem (not to lodging per diem). Allowance deductions will apply only to the first day and last day to which per diem is charged an expense report. For example, if a rate for a particular city is 50 dollars a day and the traveler only spends half a day on the day he arrives and on the day that he leaves, then the traveler will get 25 dollars for the 1 st day, 25 dollars for the last day, and 50 dollars for all the other days in between.
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- Expand Expense.
- Expand Per Diem Setup.
- Click Allowance Rule.
- Click the Add button.
- In the Effective Date field, enter a date from which this allowance will be effective.
- If the allowance will only applies to one home operating unit, enter select the Operating Unit. Otherwise, leave this field as All
- (V8.3 and higher) If the allowance will only applies applies to one home Department, select the Department. Otherwise, leave this field as All
- (V8.3 and higher) If the allowance applies to one home Location, select the Location. Otherwise, leave this field as All
- If the allowance will only apply to one country, enter the Country. Otherwise, leave this field as All
- If the allowance will only applies apply to one state in the selected country, enter the State. Otherwise, leave this field as All
- If the allowance will only applies apply within one city in the selected country/state combination, enter the City. Otherwise, leave this field as All
- In the Out Of Office field:
- Select 1/4 Day if the allowance is applied when the employee is out of the office for 1/4 of the day
- Select Half Day if the allowance is applied when the employee is out of the office for half of the day
- Select 3/4 Day if the allowance is applied when the employee is out of the office for 3/4 of the day
- Select All Day if the allowance is applied when the employee is out of the office for all day
- In Per Diem Type:
- Select Max Per Diem Rate if this allowance will be used instead of apply to the max per diem rate.
- Select Meal Per Diem Rate if this allowance will be used instead of the meals per diem rate.Select Lodging Per Diem Rate if this allowance will be used instead of the lodging apply to the meals per diem rate.
- Make a selection from the Rate Type field drop-down
- Select Percentage of Per Diem if the allowance is calculated as a percentage of the a daily per diem rate is to be used instead of the full per diem rate.
- Select Absolute Value specified with a currency if an allowance is a specific amount is to be used. You must select a currency with this selection.
- If the rule is based on a specific amount, then specify a currency in the Currency field.
- In the Value/Percentage field, enter a specific amount of money or a percentage that will be allowed by the terms of this rule.
- Note: This step is only available in versions 5.5.1 and up. In In the Pocket Money (%) field, enter the percentage of pocket money user should receive. This will be added to the per diem base rate.
- Click Save
Example 1 - Allowance Rule
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The table below illustrates the deductions for the first day and last day of a per diem charge, based on a per diem rate of $50.
Out of Office | Allowed | Deducted | Amount to User |
|---|---|---|---|
Full Day | 100% | 0 | $50.00 |
3/4 Day | 75% | 25%, or $12.50 | $37.50 |
Half Day | 50% | 50%, or $25.00 | $25.00 |
1/4 Day | 25% | 75%, or $37.50 | $12.50 |
Example 2 - Allowance Rule with Pocket Money
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The table below illustrates the deductions for the first day and last day of a per diem charge, based on a per diem rate of $50.
Out of Office | Allowed | Deducted | Pocket Money | Amount to User |
|---|---|---|---|---|
Full Day | 100% | 0 | 20%, or $10.00 | $60.00 |
3/4 Day | 75% | 25%, or $12.50 | 20%, or $7.50 | $45.00 |
Half Day | 50% | 50%, or $25.00 | 20%, or $5.00 | $30.00 |
1/4 Day | 25% | 75%, or $37.50 | 20%, or $2.50 | $15.00 |
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Field | Selection | Reason/Effect |
|---|---|---|
Effective Date | Any date before the travel | Effective date must be before travel to be applied. |
Out of Office | 1/4 Day | The employee is in travel status for 1/4 of the day or less. |
Per Diem Type | Meal Per Diem | Company uses meals per diem. |
Rate Flag | Percentage of Per Diem | Company a percentage of the per diem. |
Value/ Percentage | 25.00 | User will receive 25% of the per diem if in travel status only during one quarter of the day. |
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Field | Selection | Reason/Effect |
|---|---|---|
Effective Date | Any date before the travel | Effective date must be before travel to be applied. |
Out of Office | Half Day | The employee is in travel status for Half of the day of the day or less, but more than 1/4 of the day |
Per Diem Type | Meal Per Diem | Company uses meals per diem. |
Rate Flag | Percentage of Per Diem | Company a percentage of the per diem. |
Value/ Percentage | 50.00 | User will receive 50% of the per diem if in travel status only during two quarters of the day. |
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Field | Selection | Reason/Effect |
|---|---|---|
Effective Date | Any date before the travel | Effective date must be before travel to be applied. |
Out of Office | 3/4 Day | The employee is in travel status for more than half a day but less than 3/4 of a day |
Per Diem Type | Meal Per Diem | Company uses meals per diem. |
Rate Flag | Percentage of Per Diem | Company a percentage of the per diem. |
Value/ Percentage | 75.00 | User will receive 75% of the per diem if in travel status only during one quarter of the day. |
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- In the Rate Flag field choose "max per diem" or "meals per diem"
- Select the employee's Currency.
- In the Value/Percentage field, enter the amount of money