This guide will walk you through the steps to configure per diem rates in ITILITE Expense, allowing you to define allowances for your employees based on various criteria.
Table of Contents
Interactive Guide
Follow these steps to configure your per diem rates:
- From the sidebar navigation, click on Organization, then select Settings. Under Settings, click on the Expense tab, and then choose Per Diem.
- If per diem is not already enabled for your company, toggle the Enable Per Diem switch to activate the feature. Once enabled, click on the Per diem rates section to proceed.
- Click the Add Rate button to open the Per Diem Rate Configuration form.
- Fill in the details for your new per diem rate:
- Per Diem Name: Provide a unique name for this rate. This name is for internal admin use only and is not visible to employees.
- Location: Specify the cities or countries where this rate will apply. You can add multiple locations to a single rate.
- Employee Group: By default, rates apply to all users. To restrict it, disable "Applicable for all users" and select specific Employee Levels, Business Units, Entities, or Departments.
- Effective duration: Set the start and end dates for when this rate will be active.
- Per diem rate: Enter the daily allowance amount. You can also select a different currency from the dropdown if needed.
- Per diem rate based on travel duration: Check the "Apply per diem based on travel hours" box if you want to apply different percentages of the daily rate based on the number of hours an employee spends at the destination.
- Once all details are entered, click Save to create the per diem rate.
- The newly configured per diem rate will now appear in your list, confirming that it has been successfully added.
Pro-Tips & Guardrails
NOTE: Per diem rates can be configured based on various employee attributes such as Employee Level, Business Unit, Entity, and Department, offering granular control over allowances.
PRO-TIP: If multiple per diem rates could apply to the same employee and location, the system uses a priority order to determine which rate takes precedence. You can also set a default rate to act as a fallback when no other specific rate applies.
Verification & FAQs
After saving, verify that your new per diem rate appears in the list with the correct details.
A: Only administrators with access to Expense settings can configure per diem rates.
Q: What criteria can I use to define a per diem rate?
A: You can define rates based on location (cities, countries), employee groups (Level, Business Unit, Entity, Department), and effective duration.
Q: Can I set different per diem percentages based on travel hours?
A: Yes, by checking the "Apply per diem based on travel hours" option, you can configure different percentages of the daily rate to apply based on the duration of travel.
Q: What happens if an employee's travel qualifies for multiple per diem rates?
A: ITILITE uses a priority order to resolve conflicts and apply the most appropriate rate. You can also configure a default rate as a fallback.
Q: Can I set per diem rates in foreign currencies?
A: Yes, you can select the applicable currency for each per diem rate from the currency dropdown.
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