Per the University Travel Policy, travelers can opt for a reimbursement method of Per Diem Meals & Incidental Expenses (M&IE). The Apptricity travel expense system has functionality to add and calculate the amount of per diem reimbursement for the city visited, whether domestic or international.
Want to know the Per Diem Rate for a particular location before traveling?
For Domestic Travel
M&IE (meals & incidental expenses) per diem rates for the continental United States (CONUS) as well as travel to Alaska, Hawaii and U.S. territories and possessions (OCONUS) are established by the Department of Defense and are available at the following link- Domestic Per Diem Calculator: http://www.gsa.gov/travel/plan-book/per-diem-rates. After identifying the state in the dropdown, scroll to the second half of page (top half is hotels) and in the second chart you see M&IE. Please read the section below pertaining to First/Last Travel dates.
Foreign Travel
Per diem rates for travel outside the continental United States are set by the State Department. Specific rates and information can be found at the following link- Foreign Per Diem Calculator: https://aoprals.state.gov/web920/per_diem.asp . Scroll down and click on Visit the State Department site. Select country from dropdown and locate the city's "M & IE" rate in column #6. Please note that foreign rates are seasonal; pay attention to the travel dates. Please read the section below pertaining to First/Last Travel dates.
First and Last Travel Dates
Per the U.S. General Services Administration, per diem rates are reduced to 75% of the listed amounts on the departure and return dates. Please remember to account for this when calculating the traveler’s reimbursement. TSS has made changes to the Per Diem form in Apptricity. This was done to accommodate those travelers who are taking a trip with multiple locations back to back (i.e. New York 1/1/2019 to 1/3/2019 and Philadelphia 1/4/2019 to 1/7/2019) as well as for those travelers who need to adjust the amount of Per Diem below the maximum allowed for a trip. There is now some flexibility on the Per Diem tab to adjust the Per Diem percentage. For example, if you are traveling to two locations in the same time period, you will enter two expense line items – one for each location. For the first city traveled to, you will mark the first day for 75% and the last day with 100%. Then when you enter the second expense line item, the first day will be 100% and the last will be 75%. Please keep in mind the IRS regulations that the first day and last day of your travel should be 75% of the Per Diem rate.
Per Diem Need to Know
- Per Diem travel on Sponsored Grants is allowed unless the terms & conditions of the award state otherwise.
- The Corporate Card cannot be used to pay for Meals & Incidentals when taking per diem allowances
The following table provides information about what receipts are/are not needed M&IE for Per Diem Reimbursement
Summary: When Receipts are Needed for Meals and Incidental Expenses with Per Diem| Type of Expense | Receipt Needed? |
|---|
| Hotel | Yes |
| Rental Car | Yes |
| Transportation (taxi/limo, bus, etc.) | Yes |
| Laundry | Yes, unless travel is outside the US, then NO. |
| Mailing costs | No |
| Meals, snacks, coffee, etc. | No |
| Tips to any airport porter, hotel maid, bellhop, etc. | No |