Per Diem Expenses
Objective
Tutorial on entering Per Diem expenses as part of business travel. Per-Diem are subsistence rates that cover the cost of employee meals during periods of time spent away from the permanent work location.
Click Through
- Start in HR HUB
- Employees start in HR HUB Employee Self-Services and in the lower left corner, switch from 'My Time & Leave' to Employee Self-Services
- Under Travel & Expenses, navigate to Travels
- Open the travel record that Per Diem rates are required to be entered for
- Select the Receipts Tab
- In the Receipts table select + New Receipt
- Enter the Receipt Type as 'Expenses'
- Select the Receipt date as the first day of travel
- In the case of Per Diem expense entry, the following receipt fields should be left empty:
- Gross amount
- Deductible Taxes
- Paid By
- To be reimbursed should be marked 'Yes'
- Select an appropriate Currency
- Click Save and Close below
- To view the Per Diem record, select the Receipts Tab
- Open the desired record for 'Receipt Type' Expenses by double-clicking on it
- When the Expenses record is created, the information from the Travel details are generated automatically. The Travel Details are used by the system to calculate the Per Diem rates based on the Travel Destination and the Travel Dates entered, however, the following fields should be completed for approval and reimbursement:
- Approval By
- Responsible for Reimbursement
- Select the 'Per Diem Calculator' tab
- Review data and make amendments to reimbursements as required
- See the 'Hints' section for more details
- When you're done, go to the tab General and Submit
Hint
- Per Diem rates differ depending on company policy and the rates availability for different countries. Before entering Per Diem expenses, ensure that you are familiar with company policy on Per Diem expenses.
- Depending on which meals the employee requires reimbursing, the table is adjustable. If an employee does not require a meal or overnight stay reimbursing, the employee should identify that based on the date, and whether this was an overnight stay or meal, and using the options for each entitlement, select 'Yes' to ensure that this is not reimbursed.
- The first and last day of travel do not receive, by default, the total for a 24 hour day. The timings for the travel should be adjusted accordingly to ensure that any required meals are able to be reimbursed for any days of travel.
Result
Below, you can see the process of entering Per Diem Expenses.
