Per Diem Expenses Section

Travel and Entertainment > Travel and Entertainment Transaction Documents > Common Tabs in TEM Transaction documents

Per Diem Expenses Section

The Per Diem Expenses section contains one row of data for each day of the trip. The date is displayed in the upper left corner of each row. Both the dates and the number of rows are based on the trip begin and end dates specified in the Trip Information Section in the Trip Overview tab.

Description: Description: pencil-small.gif If a Travel Reimbursement is created from a Travel Authorization that had estimated Per Diem and per diem was not already claimed on a previous Travel Reimbursement, the system copies data from the Per Diem tab in the source document and pastes it into this tab.

Description: Description: pencil-small.gif Parameter PER_DIEM_CATEGORIES control the display of the columns and the Trip Type table determines for what Trip Types the Per Diem table should display. Additionally, International Trips will display Accommodation information for each day. Whether or not this information is required is controlled by parameter INTERNATIONAL_TRIP_REQUIRES_ACCOMMODATION_IND

Description: Description: pencil-small.gif The first and last day of the trip will be calculated based on the per diem calculation specified in the Trip Type table and Lodging = 0.00 on the last day. Two methods are supported for Per Diem Calculation: Percentage and Quarter, they are used in conjunction with parameters FIRST_AND_LAST_DAY_PER_DIEM_PERCENTAGE and QUARTER_DAY_TIME_TABLE respectively.

Lodging, Meals and Mileage will be grayed out if claimed for the same date in the Actual Expenses tab.

If PER_DIEM_EDITABLE_IND = Y, the individual meal amounts display and can be decreased but not increased. If the parameter is set to N, individual meal amounts do not display.

Description: exclaim.gif You may not enter a negative amount in any amount field.

Per Diem Expenses tab, Per Diem Expenses section field definitions

Title	Description
Accommodation Type	Displays only for International Trips. Select the type from the list. Required if parameter INTERNATIONAL_TRIP_REQUIRES_ACCOMMODATION_IND = Y.
Address	Displays only for International Trips. Enter the address of the accommodation. Required if parameter INTERNATIONAL_TRIP_REQUIRES_ACCOMMODATION_IND = Y.
Breakfast	The per diem or standard rate for breakfast on this day. The system enters an amount based on the primary destination for the day. You may change this value if PER_DIEM_AMOUNT_EDITABLE_IND = Y.
Country State	Optional: Can be completed if you have clicked the Destination Not Found button; otherwise display only. The country or state in which the primary destination for the day is located.
County	Optional: Can be completed if you have clicked the Destination Not Found button; otherwise display only. The county in which the primary destination for the day is located.
Daily Total	Display only. The total of the expenses above.
Dinner	The per diem or standard rate for dinner on this day. The system enters an amount based on the primary destination for the day. You may change this value if PER_DIEM_AMOUNT_EDITABLE_IND = Y.
Incidentals	The per diem or standard rate for incidentals on this day. The system enters an amount based on the primary destination for the day. You may change this value if PER_DIEM_AMOUNT_EDITABLE_IND = Y.
Lodging	The day’s per diem or standard rate for lodging. The system enters an amount based on the primary destination for the day. You may change this value if PER_DIEM_AMOUNT_EDITABLE_IND This field is displayed only if LODGING =Y in the PER_DIEM_CATEGORIES parameter.
Lunch	The per diem or standard rate for lunch on this day. The system enters an amount based on the primary destination for the day. You may change this value if PER_DIEM_AMOUNT_EDITABLE_IND = Y.
Meals and Incidentals	Display only. The total per diem for the day’s meals and other incidentals. This amount is the sum of the amounts in the Breakfast, Lunch, Dinner and Incidentals fields.
Mileage Rate	The appropriate reimbursement rate per mile. Select the rate from the list. This field is displayed only if MILEAGE =Y in the PER_DIEM_CATEGORIES parameter. Mileage rates reflect the rate effective as of the trip begin date.
Mileage Total	Display only. The total expense for mileage driven. This field is displayed only if MILEAGE =Y in the PER_DIEM_CATEGORIES parameter.
Miles	The number of miles driven on this day. This field is displayed only if MILEAGE =Y in the PER_DIEM_CATEGORIES parameter.
Name (i.e. Hotel Name, Campsite)	Displays only for International Trips. Enter the name or description of the accommodation. Required if parameter INTERNATIONAL_TRIP_REQUIRES_ACCOMMODATION_IND = Y.
Personal	Indicates that this part of the trip is personal and the cost is to be borne by the traveler. To designate the day’s expenses as personal, check the box. When you check this box, the system enters 0 (zero) into Meals and Incidentals and Daily Total fields.
Phone (if applicable)	Displays only for International Trips. Optional. Enter a phone number if available.
Primary Destination	Required: The traveler’s primary destination on this date. The entry in this field defaults to the primary destination specified in the Trip Overview tab. To enter another primary destination for this day, use the lookup icon to find it. If the destination is not listed in the lookup search results, cancel the search to return to this screen, click the Destination Not Found button, and type the name of the destination into the subsequently displayed field. Changing the primary destination will cause the system to change the country/state and county names in this section and update the per diem rates. Clicking the Destination Not Found buttion will zero out the per diem rates.