Using Per Diem on an Employee Expense Report
- Per Diem is an optional daily allowance for meals and incidental expenses used instead of actual expense reimbursement.
- This is not an advance of funds.
- Per Diem may be used on domestic and foreign travel.
- If Per Diem is selected, it must be used for the entire trip.
- Department approval to use Per Diem should be sought ahead of the trip.
- In the case of travel charged to a sponsored program, the reimbursement arrangements may require prior sponsor approval; contact Accounting for Research and Sponsored Programs (ASRSP).
Step 1: Research Per Diem policies and rates.
- Review Per Diem policies.
- Research the Per Diem rates for the destination:
Daily Per Diem Rates
- This example shows use of Domestic Per Diem for a three day business trip to New York.
A. Meals and Inc. Exp. indicates the daily per diem rate for the city selected.
Meals and Incidental Expenses ( M&IE) Breakdown
B. The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your daily per diem rate.\0xA0
- For example, if your trip includes meals that are already paid for (such as through a registration fee for a conference), you will need to deduct those meals from your your daily per diem rate.
- The table also lists the portion of the M&IE rate that is provided for incidental expenses (currently $5 for all tiers).
C. The first and last day of travel should be calculated at 75% of the Per Diem rate for domestic and foreign travel.
Step 2: Create an Expense Report in NUFinancials
Navigation: NUFinancials > Employee Self Service > Travel and Expense Center > Expense Report > Create
- Select the Expense Type "Domestic Per Diem" or "Foreign Per Diem" as applicable.
- Optional, to copy lines, click the Select checkbox for the Per Diem line and click Copy Selected. Click OK. Select a Copy Option and click OK.
- Prorate the first and last days of travel at 75% of the published Per Diem rates.
- Deduct the amoutn of any pre-paid meals from the Per Diem rate.
- Click the Detail tab.
- Enter a Description for each line indicating first, last, or full day Per Diem and destination.
- Attach a copy of the Per Diem rates to your Expense Report.