Employee Reimbursements Tutorial

When traveling outside the United States, you have the option of claiming actual expenses or a per diem for either meals or lodging. However, you must
be consistent for the duration of the trip in the method you use for each expense category. The per diem rates are listed at the
U.S. Department of State's website. The per diem method is not allowed for domestic travel.

The edit checks for meals prevent you from claiming more than $31 per day for meals in-state, or $40 per day out-of-state. If you had indicated on the
Travel Dates/Purpose screen that it was a foreign trip, you will have a Foreign Per Diem option on your daily Reimbursement panels to elect
to claim the per diem method for meals.

After clicking on the Foreign Per Diem hyperlink to the U.S. Department of State's website, select the country by using the drop-down menu, and
then click Go.

The next screen will give a list of cities. Select the month and year to find the allowable rates. The Lodging and Meals & Incidental Expenses per
diem rates are listed separately.

The per diem rates for Lodging, Meals, and the combined totals will be displayed in the columns to the right of your city. San Jose, Costa Rica happens
to be $141 for lodging and $93 for meals and incidental expenses for December 2009.

A toggle box appears to the right of the Foreign Per Diem link to allow you to click Yes if you are electing to use the per diem method for meals.
If you click Yes, fill in the amount on the far right, rather than filling in separate amounts for Breakfast, Lunch and Dinner for the actual amounts.
There is no need for separate amounts for Breakfast, Lunch and Dinner when using the per diem method.

The Foreign Per Diem field is only for meals. If you are using the per diem method for lodging in a foreign location, enter the lodging amount
from the U.S. Department of State’s website in the Lodging field instead of the actual lodging expense. Do not combine both the meals and lodging amounts
in the Foreign Per Diem field.

A receipt is required for lodging even if the per diem method is being used. Please explain in the Other Comments field that you were using the
per diem method for lodging so that we will understand when the amount on the receipt does not match the amount claimed.

This page was last updated on February 16, 2016.

Continue to Subsequent Reimbursements