This guide will walk you through configuring per diem rates specifically for individual departments within ITILITE Expense, ensuring your policies are tailored to your organizational structure.
Table of Contents
Interactive Guide
Follow these steps:
- Navigate to the Per Diem settings. From the sidebar, go to Organization > Settings > Expense > Per Diem.
- Click on the Add Rate button to begin setting up a new per diem rate.
- In the per diem rate configuration form, locate the Employee Group section and switch off the Applicable for all users toggle. This will reveal options to specify employee groups.
- Click on the Employee Group Type dropdown and select Department. Then, use the Department Selection dropdown to choose the specific department(s) for this rate.
- After entering all other necessary details for the per diem rate, click the Save button to apply your configuration.
- Your department-specific per diem rate is now configured.
Pro-Tips & Guardrails
NOTE: If the Per Diem feature is not yet enabled for your organization, you'll need to enable it first by toggling it on in the Per Diem settings section.
PRO-TIP: You can assign a single per diem rate to multiple departments by selecting all relevant departments in the Department Selection dropdown.
PRO-TIP: Beyond departments, ITILITE also allows you to configure per diem rates based on other employee attributes like Business Unit, Entity, and Employee Level. This offers granular control over your expense policies.
⚠️ GUARDRAIL: When setting up multiple per diem rates, especially those overlapping in applicability (e.g., a general rate and a department-specific rate), ensure you manage their priority order. ITILITE uses a priority system to determine which rate applies.
Verification & FAQs
After saving, verify the new rate appears in your list of per diem rates with the correct department assignment.
A: Yes, when configuring the rate, you can select multiple departments from the Department Selection dropdown to apply the same rate across them.
Q: What if I want different per diem amounts for different departments?
A: You can create separate per diem rates for each department, configuring a unique amount for each, and then assign them to their respective departments.
Q: What other employee attributes can I use to configure per diem rates?
A: Besides Department, you can also configure per diem rates based on Business Unit, Entity, and Employee Level.
Q: What happens if an employee's department isn't assigned a specific per diem rate?
A: If no department-specific rate applies, the system will look for more general applicable rates (e.g., location-only or default rates) based on the configured priority order.
Q: How do I ensure a department-specific rate takes precedence over a general rate?
A: ITILITE uses a priority system. Ensure your department-specific rates are given a higher priority order than more general rates to ensure they are applied first.
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