Once the OBS, Expense Types and Cities have been set up, per diem rates can be added to they 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 it empty to apply the rule to all organizations. (If T&E System Options "Expense - Per Diem Rate" is set to Operating Unit) |
| Location | select a particular Location or leave it empty to apply the rule to all Locations. (If T&E System Options "Expense - Per Diem Rate" is set to Location) |
Department | select a particular department or leave it empty to apply the rule to the entire organization. |
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. |
To Day | 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.