Lodging Per Diem

Owned by Young White (Deactivated)
Last updated: Jul 02, 2024 by Ernesia Toney
2 min read

Select Lodging Per Diem if you are creating a per diem expense type that covers only for lodging.

For these types of expenses, a user simply enters a start date and end date, and the totals get calculated based on the lodging per diem rate unit.

Lodging Per Diem Expense Type:

  1. Expand Expense by clicking on the arrow .
  2. Click Expense Type
  3. Click on the Add button.
  4. Fill in the following fields:
    1. Format Type*: Select Lodging Per Diem.
    2. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
    3. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
    4. Expense Group*: Select the expense group from the drop down associated with the expense type.
    5. Icon: Select an icon for this expense type
    6. Restrict Access: 
      1. Yes - If the expense type will be restricted based on OBS or WBS assignment. This can pertain to a specific group or individual.
      2. No - If the expense type will be available for all. 
    7. Require Notes*:
      1. No - Notes field on expense type is optional.
      2. Yes - Notes field on expense type is required before the expense can be saved.
    8. Currency*: 
      1. Yes  - If user needs to specify a currency with the amount provided. An exchange rate field will appear if currency is different than users home currency. This is determined on the employee profile.
      2. No - User will not have the option to select a currency and will default to the employee's home currency.
    9. City*: (Note: Yes, must be selected if: this is a per Diem expense type; if an expense policy rule will be created comparing this expense type to the rates in the per Diem tables; or if VAT taxes may apply to this expense type.):
      1. Yes - If employees must select a city when entering this expense type.
      2. No - If no city field will appear for selection when employees enter this expense type.
    10. Meals Provided*: By default, the field is set to No, this is never applicable to Lodging expense
    11. Recurring Charge*:  
      1. Yes- Date Range - If you want to enable date range copy of the same charge, for example, hotel room for 5 nights.
      2. Yes- Number of Units- If you would like the users to enter a number of units, i.e. the number of days instead of a date range
      3. No - If a date range for the expense is not available.
    12. Allow Modify Description*:
      1. No - If description field is not needed on the expense type.
      2. Yes - If description field is needed on expense type and user is able to update the description text. This field is defaulted to the expense type name.
    13. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
    14. Template Expense Type: This is used for OCR matching. If the receipt can be scanned and recognized as the category selected in this field, it will select the expense type. 
  5. Click Save to save this Expense Type.

* Indicates a required field


2024 DATABASICS, Inc