Max Per Diem

Owned by DATABASICS, Inc.
Last updated: Jul 02, 2024 by Salome Lagvilava
5 min read

Select Max Per Diem if you are creating a per diem expense type that covers both meals and lodging.

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

Max 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 Max 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. 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.
    11. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
    12. Recurring Charge*:  
      1. Yes - 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.
    13. 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. 
    14. Online Help - connect a website to the application through the help button at the bottom of the screen.

    15. Tax Included*: Allows users to indicate if tax should be auto calculated or manually entered. This is dependent on Tax 1 Code and or Tax 2 Code field to be selected. If auto compute is expected, a rate will need to be set up in the Tax Rate set up.

      1. No - If users do not have the option to choose how the taxes would be computed.
      2. Yes - If users have the option to have application auto compute the taxes based on the business amount if the Tax set up is completed, or users have the option to manually type in the tax amount.
        1. With this option the users will see the "Tax Included" box that will be checked by default. If this box is left checked, the amount put into the business field will business amount + tax and the application will split it out based on the tax set up.

        2. If the "Tax Included" box is unchecked, then the tax(es) will be auto computed based on the business amount and the tax set up.

        3. Users can uncheck the "Auto Compute Tax" Field to enter in the tax(es) manually.

      3. Tax 1 Code (and Tax 2 field): Indicate whether a tax field will be present for this expense type (set up in Taxes)
    16. Per diem Hours Enabled: Only shows up if format type is set to "Meals Per Diem Only"
      1. Box Checked - When Per diem expense type requires tracking of user actual time out of the office.

      2. Box Unchecked - By default the field will be set to No but keep as No if user does not need to track the actual time out of the office.

        Once the field is selected and saved the value can no longer be updated.

      1. Meals Provided:
        1. Yes: If a user is allowed to indicate if any of the meals during the day were provided, and the applicable deductions will apply to the daily per diem rate, In some cases this field used to indicate which meals a user actually took during the date and the rest of the meals can be deducted from the daily meals per diem rate
        2. No: If a user does not have an option to indicate if any of the meals during the travel day were provided. 
      2. Meals Provided Label: Enter in a label "Meals Provided" or "Meals Taken", to match with the setup
      3. Full Day: Enter in a label to be shown to the user and also check the box "Enabled" if the option will be available for users to choose from for Out of Office. This indicates for how long a user was traveling, fully day or part of the day. This is based on the Allowance Rule setup. Applicable deductions may apply if it was not a full day
      4. Three Fourths Day: Enter in a label to be shown to the user and also check the box "Enabled" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup. Typically this field is used for the 1st/last day of travel where 75% percent auto deduction may apply
      5. Half Day: Enter in a label to be shown to the user and also check the box "Enable" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup.
      6. One Fourth Day: Enter in a label to be shown to the user and also check the box "Enable" if the option will be available for users to choose from for Out of Office. This is based on the Allowance Rule setup.
      7. Default First Day*: Select a value from the "Out Of Office" options to default on the first day of travel (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above), the default option could be set to automatically deduct 25% from the full daily meal, just because it is a first day and it does not count as the full day of travel. For example, customers will configure 3/4 fay option with 75% allowance rule and will default this option as the first day of travel. a corresponding allowance rule needs to be setup.
      8. Default 1 Day*:  Select a default value from the Out of Office options  (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above) if the travel was a 1 day travel, typically if the duration is not more than a day, then a full per diem is not granted and a corresponding allowance rule needs to be set up.
      9. Default Last Day*: Select a value from the "Out Of Office" options to default on the last day of travel (one of the options from the above: Full Day, 3/4 day, 1/2 day and 1/4 day above), the default option could be set to automatically deduct 25% from the full daily meal, just because it is the last day and it does not count as the full day of travel. For example, customers will configure 3/4 fay option with 75% allowance rule and will default this option as the last day of travel. a corresponding allowance rule needs to be setup.
  5. Click Save to save this Expense Type.

* Indicates a required field

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