Per Diem Allowance Calculator
Understanding Per Diem Rates
Per diem is a daily allowance paid to employees for lodging, meals, and incidental expenses incurred while traveling for business. These rates are typically established by government agencies like the General Services Administration (GSA) for federal travel, but they are widely adopted by private companies as a benchmark for tax-free reimbursements.
How the Calculation Works
Calculating per diem isn't always as simple as multiplying a daily rate by the number of days. There are two primary components:
- Lodging: Usually reimbursed based on the actual cost up to a maximum daily limit defined by the destination.
- Meals & Incidental Expenses (M&IE): A fixed daily amount that covers breakfast, lunch, dinner, and small costs like tips or laundry.
The 75% Rule for Travel Days
According to standard GSA and IRS guidelines, on the first and last day of travel, the traveler is typically only entitled to 75% of the M&IE rate. This reflects the fact that you may not be away from home for the entire day. Our calculator automatically applies this 25% reduction for the days designated as "Travel Days."
A 4-day business trip to a city with a $150 lodging rate and a $60 M&IE rate.
– 3 Nights Lodging: 3 x $150 = $450
– 2 Full M&IE Days: 2 x $60 = $120
– 2 Travel Days (First/Last): 2 x ($60 x 0.75) = $90
Total Per Diem: $660
Factors That Influence Per Diem Rates
Rates vary significantly based on the location and the time of year. High-cost metropolitan areas like New York City or San Francisco have much higher lodging allowances than rural areas. Additionally, seasonal rates may apply to tourist-heavy destinations where hotel prices fluctuate during peak seasons.
Best Practices for Travel Records
While M&IE often doesn't require receipts under per diem plans, most employers still require receipts for lodging to prove the stay occurred. Always check your specific corporate travel policy, as some organizations may offer "flat rate" per diems regardless of actual lodging costs, while others only pay the maximum if the actual receipt matches or exceeds that amount.