Per Diem Rate

Once the OBS, Expense Types and Cities have been set up, per diem rates can be added to the system

Loading Government Per Diem Rate Data

Government issued per diem rate updates are loaded automatically on a periodic basis for DATABASICS hosted Expense applications.

Manual Per Diem Rate Management

Per diem rates are based on OBS, dates, cities and currencies. Expense supports seasonal rates (in the setup there are fields for beginning and ending dates). In such cases, rates for the same city will need to be entered more than once, with the appropriate date ranges in each case. If per diem remains the same throughout the year for the city, select January in the From Month field, 1 (one) in the From Day field, December in the To Month field, and 31 in the To Day field.

Important: If a user submits a per diem expense for a city or date range that is not defined in the per diem rate table, a 0% rate will be applied to that expense. The user will receive a warning message, and the total expense will amount to zero since no rate was found for the date/city in the existing per diem rates.

To enter per diem rates:

Expand the Expense menu.
Expand the Per Diem Setup menu.
Click on Per Diem Rate.
Click the Add button.
Follow the guidelines in the table below.
Click the Save button.
To enter another rate, click the New button.
Click the Back button.

Field	Description
Operating Unit	select a particular operating unit or leave this field set to ALL to apply the rule to all organizations. (If T&E System Options "Expense - Per Diem Rate" is set to Operating Unit)
Department	select a particular department or leave this field set to ALL to apply the rule to the entire organization.
Location	select a particular Location or leave this field set to ALL to apply the rule to all Locations. (If T&E System Options "Expense - Per Diem Rate" is set to Location)
Country	select a particular Country or leave this field set to ALL to apply the rule to all Countries.
State	select a particular State or leave this field set to ALL to apply the rule to all States.
Traveled City	enter or look up a city that was previously created.
Effective Date	enter the date from which this rate will be effective.
Currency	select the currency for this rate.
From Month	select the month to which this rate applies.
From Day	select the day (of the month above) to which this rate applies.
To Month	select from the month to which this rate applies.
Day To	select from the day (of the month immediately above) to which this rate applies.
Lodging Rate	enter the lodging per diem rate.
Meals Rate	enter the meals per diem rate.
Maximum Rate	enter the maximum per diem rate (generally the total of the lodging and meal rates).
Incidental Rate	enter the incidentals rate (optional)

A per diem validation policy is available to check excess per diem against the sum of meals and lodging when both meals and lodging are charged on the same date. This can also check against meals or lodging when only meals or lodging are charged on a particular date. Please see the "Expense Policy Rules" guide for more details.