ITILITE empowers you to fine-tune your expense policies, and that includes configuring per diem rates based on the actual duration of travel, ensuring fair and accurate reimbursements for your employees.
Table of Contents
Step-by-Step Guide
Follow these steps to configure per diem rates based on travel duration:
- Step 1: Navigate to Per Diem Settings. From your ITILITE dashboard, access the admin console. In the left-side navigation menu, click Organization, then select Settings, followed by Expense, and finally, click Per Diem to open the per diem configuration page.
- Step 2: Enable Per Diem and Access Duration Settings. If per diem is not yet enabled for your organization, toggle the Enable per diem switch at the top of the page to activate the feature. Once enabled, locate and click on the Per diem rates based on travel duration section to expand the configuration options for duration-based rates.
- Step 3: Add a New Duration Slab. Within the 'Per diem rates based on travel duration' section, click the Add travel duration button. A form or modal will appear, prompting you to define a specific time range and the corresponding percentage. Enter the Start Hour and End Hour for the duration slab, and then specify the Percentage of Rate that should apply for travel within this time frame. For instance, you might set 0-6 hours for 50% of the daily rate.
- Step 4: Save Your Duration Configuration. After entering the desired start hours, end hours, and percentage for your duration slab, click the Save per diem configuration button. ITILITE will apply your new duration-based rule, which will then be visible in the list of configured slabs.
Pro-Tips & Guardrails
NOTE: By default, if duration-based per diem rates are not configured or enabled, ITILITE will automatically apply 100% of the daily per diem rate, regardless of the actual travel duration. Configuring these slabs provides more granular control over reimbursements.
PRO-TIP: Duration-based slabs are configured at the client level, meaning they apply consistently across your organization. Ensure your slabs are non-overlapping and cover the full range of possible travel durations (e.g., 0-24 hours) to prevent any gaps in per diem calculation. ITILITE's system includes validations to help you avoid overlapping time ranges.
Verification & FAQs
Upon successfully saving your per diem duration configuration, you will see a confirmation toast message, such as 'Per diem rate updated successfully'. The newly added or updated duration slab will also appear in the 'Per diem rates based on travel duration' table, reflecting your changes.
A: If you haven't configured specific duration-based slabs, ITILITE defaults to applying 100% of the daily per diem rate. This means employees will receive the full daily amount regardless of how many hours they spent at the destination.
Q: Can I set per diem percentages above 100% for longer durations?
A: Currently, ITILITE supports configuring per diem percentages from 0% to 100% for duration-based slabs. This ensures that reimbursements align with standard policy expectations. If you have a unique scenario, please contact ITILITE Support for guidance on the best available options.
Q: How does ITILITE calculate the final per diem amount using duration slabs?
A: ITILITE first determines the base daily per diem rate applicable to the employee and location. Then, it calculates the total travel duration and matches it to the appropriate duration slab you've configured. Finally, the percentage from that slab is applied to the base daily rate to compute the final reimbursable amount.
Q: What if an employee's travel duration doesn't fit any configured slab?
A: It's crucial to define duration slabs that cover the entire range of possible travel times, typically from 0 to 24 hours, to avoid gaps. If a duration falls outside of all configured slabs, the system may default to 100% of the daily rate or flag the expense for review, depending on your specific policy setup. We recommend ensuring comprehensive slab coverage.
Q: Can I configure duration slabs for specific employee groups or locations?
A: While the duration-based percentage slabs themselves are configured at the client level and apply universally, the base daily per diem rate can be highly customized. You can set different base rates based on employee attributes like Level, Business Unit, Department, and specific travel locations. The duration percentage then applies to this already tailored base rate.
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