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Set & Manage Per Diem Rates For Your Organization

How to add per diem rates? How to enable, disable and delete per diem rates?

Written by Tanvi Telang
Updated over a week ago

Per Diem quite literally means, per day. Per Diem is a fixed amount of reimbursement (allowance) that is issued to an employee on a daily basis. As an admin, you can set the amount that is issued to the employees, they will be able to create expenses to record the amount that was spent for the per diem that was issued.

To set the per diem rates, you can follow the steps mentioned below:

Navigate to admin settings by clicking on the gear icon in the top right corner of your screen.

From the left-hand side panel, select Expenses and click on Per Diems from the list.

Set new per diem rates

To add new per diem rates click on the Add Per Diem button.

In the pop-up box that opens, enter details for the per diem, such as:

Name - a name for the per diem,

Currency - the currency the per diem is set for,

Rate - amount, and

Levels - the levels of employees to which this per diem rate should be visible (this is optional).

Once you have entered all the details, click on Add Per Diem Rate.

The newly added rate will be added to the list.

Enable, Disable, or Delete existing per diem rates

Once set, you can Enable, Disable, and Delete the per diem rates as per your requirement.

Once a rate is enabled, it will be visible to employees to select in their expense forms. Once Disabled, employees will no longer be able to view the rate.

To Enable a per diem rate, toggle it to Yes. To Disable a per diem rate, toggle it to No.

To delete a per diem rate, you will have to Disable the rate first and then click on the Bin icon next to the toggle button.

NOTE: Per diem rates that have already been used on expenses cannot be deleted.

If you wish to only show the per diem rates that are enabled for the employees' level/departments, you can toggle the option to Yes.

Once enabled, the employees will only be able to see per diem rates set for their level/departments.

Per diem expense fields

Expense fields capture various information about an expense. As an admin, you can control the details that need to be captured while requesting a per diem.

There are default fields such as Cost Center, From, No. of Days, Purpose, and To.

You can click on the fields and modify their Display Name (the name visible on the expense form), Placeholder (filler text that is displayed), and if to Make the field mandatory (if this is a mandatory detail to be filled in).

Once you have filled in the details, click on Update Field to save the changes.

Disable Per Diems

If you would like to disable the Per Diems feature altogether, click on the Disable button.

Once per diems are disabled, the employees will no longer be able to create, request and claim per diem expenses.

This covers the per diem settings you can control for your organization.

To learn more about how to add levels, click here.

To learn more about how to add departments, click here.

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