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Permissions","\u002Fsecurity\u002Froles-and-permissions","9.security\u002F6.roles-and-permissions","i-lucide-key-round",{"id":396,"title":224,"body":397,"description":1024,"extension":1025,"links":1026,"meta":1027,"navigation":1028,"path":225,"seo":1029,"stem":226,"__hash__":1030},"docs\u002F5.expenses\u002F5.per-diems.md",{"type":398,"value":399,"toc":1011},"minimark",[400,404,413,433,438,460,464,474,608,618,630,634,637,738,746,750,753,826,833,837,879,883,886,890,980,984],[401,402,224],"h1",{"id":403},"per-diems",[405,406,407,408,412],"p",{},"Per diems are flat daily allowances for meals and incidentals while travelling for work. Instead of attaching a receipt for every coffee and sandwich, you claim a fixed rate per meal — the amount is set by your organization, snapshotted onto the claim, and added to your ",[409,410,411],"a",{"href":209},"expense report"," total.",[414,415,418],"callout",{"color":416,"icon":417},"blue","i-lucide-info",[405,419,420,424,425,428,429,432],{},[421,422,423],"strong",{},"Per diems sit alongside purchases and mileage."," A single report can mix ",[409,426,427],{"href":213},"line items (purchases)",", per diems (meals), and ",[409,430,431],{"href":217},"mileage (travel)",". Use per diems when your company reimburses meals at a fixed rate rather than against actual receipts.",[434,435,437],"h2",{"id":436},"why-use-per-diems","Why use per diems",[439,440,441,448,454],"ul",{},[442,443,444,447],"li",{},[421,445,446],{},"No receipts to chase."," A per diem is a fixed allowance, so you don't need to keep a receipt for each meal.",[442,449,450,453],{},[421,451,452],{},"Predictable for finance."," Rates are standardized across the organization, which keeps reimbursement consistent and audit-friendly.",[442,455,456,459],{},[421,457,458],{},"Fair handling of partial travel days."," Departure- and return-time cutoffs decide which meals you can legitimately claim on the days you start and end a trip.",[434,461,463],{"id":462},"adding-a-per-diem","Adding a per diem",[405,465,466,467,470,471,473],{},"Open a report in ",[421,468,469],{},"Draft",", go to the ",[421,472,224],{}," section, and add a row for each meal or day you're claiming. Each per diem records the following.",[475,476,477,493],"table",{},[478,479,480],"thead",{},[481,482,483,487,490],"tr",{},[484,485,486],"th",{},"Field",[484,488,489],{},"What it is",[484,491,492],{},"Notes",[494,495,496,508,519,534,548,561,572,583,598],"tbody",{},[481,497,498,502,505],{},[499,500,501],"td",{},"Date",[499,503,504],{},"The day the meal allowance applies to",[499,506,507],{},"One row per day (or per meal)",[481,509,510,513,516],{},[499,511,512],{},"Per-diem type",[499,514,515],{},"Which meal(s) the allowance covers",[499,517,518],{},"See the type list below",[481,520,521,524,527],{},[499,522,523],{},"Quantity",[499,525,526],{},"How many of this allowance",[499,528,529,530],{},"Defaults to ",[531,532,533],"code",{},"1",[481,535,536,539,542],{},[499,537,538],{},"Rate applied",[499,540,541],{},"The per-meal rate used for this claim",[499,543,544,545],{},"Defaults to your org's rate ",[421,546,547],{},"at the time you add the row",[481,549,550,553,556],{},[499,551,552],{},"Currency",[499,554,555],{},"Currency of the claim",[499,557,529,558],{},[531,559,560],{},"CAD",[481,562,563,566,569],{},[499,564,565],{},"Exchange rate",[499,567,568],{},"Conversion rate for foreign-currency claims",[499,570,571],{},"Used when the currency isn't your reporting currency",[481,573,574,577,580],{},[499,575,576],{},"GST \u002F PST",[499,578,579],{},"Taxes applied to the allowance",[499,581,582],{},"Added on top of the base allowance",[481,584,585,588,591],{},[499,586,587],{},"Meal provided",[499,589,590],{},"Flag indicating a meal was already provided",[499,592,593,594,597],{},"If set, you should ",[421,595,596],{},"not"," claim that meal",[481,599,600,602,605],{},[499,601,492],{},[499,603,604],{},"Free-text context",[499,606,607],{},"Optional",[405,609,610,613,614,617],{},[421,611,612],{},"Total"," for a per-diem row = ",[531,615,616],{},"rate × quantity + taxes",".",[414,619,621],{"color":620,"icon":180},"green",[405,622,623,626,627,629],{},[421,624,625],{},"The rate is snapshotted when you add the row."," Whatever the org rate is at the moment you create the per diem is stored on the claim. If an admin later changes the rates in expense settings, your existing (and previously submitted) per diems are ",[421,628,596],{}," retroactively changed.",[434,631,633],{"id":632},"per-diem-types-and-default-rates","Per-diem types and default rates",[405,635,636],{},"Your organization configures these in expense settings. The defaults below follow Canadian Treasury Board–style rates (CAD).",[475,638,639,652],{},[478,640,641],{},[481,642,643,646,649],{},[484,644,645],{},"Type",[484,647,648],{},"Default rate (CAD)",[484,650,651],{},"When it's typically claimed",[494,653,654,665,675,686,697,707,716,727],{},[481,655,656,659,662],{},[499,657,658],{},"Breakfast",[499,660,661],{},"$26.25",[499,663,664],{},"Start-of-day meal",[481,666,667,670,672],{},[499,668,669],{},"Lunch",[499,671,661],{},[499,673,674],{},"Midday meal",[481,676,677,680,683],{},[499,678,679],{},"Dinner",[499,681,682],{},"$36.00",[499,684,685],{},"Evening meal",[481,687,688,691,694],{},[499,689,690],{},"Breakfast + Lunch",[499,692,693],{},"$40.25",[499,695,696],{},"Two-meal combo",[481,698,699,702,705],{},[499,700,701],{},"Lunch + Dinner",[499,703,704],{},"$50.00",[499,706,696],{},[481,708,709,712,714],{},[499,710,711],{},"Breakfast + Dinner",[499,713,704],{},[499,715,696],{},[481,717,718,721,724],{},[499,719,720],{},"Full day",[499,722,723],{},"$66.75",[499,725,726],{},"All three meals on a full travel day",[481,728,729,732,735],{},[499,730,731],{},"Incidentals",[499,733,734],{},"$15.00",[499,736,737],{},"Tips, local transport, sundries",[414,739,740],{"color":416,"icon":417},[405,741,742,745],{},[421,743,744],{},"Rates are configurable."," Admins can change any of these in expense settings. The values above are the out-of-the-box defaults — your organization's rates may differ.",[434,747,749],{"id":748},"time-cutoffs-and-eligibility-rules","Time cutoffs and eligibility rules",[405,751,752],{},"The first and last days of a trip are usually partial, so your organization sets cutoffs that govern which meals you can claim on those days. The defaults are:",[475,754,755,768],{},[478,756,757],{},[481,758,759,762,765],{},[484,760,761],{},"Setting",[484,763,764],{},"Default",[484,766,767],{},"Rule",[494,769,770,791,810],{},[481,771,772,775,780],{},[499,773,774],{},"Departure-time cutoff",[499,776,777],{},[531,778,779],{},"07:00",[499,781,782,783,786,787,790],{},"You must ",[421,784,785],{},"depart before"," this time to claim ",[421,788,789],{},"breakfast"," on the departure day.",[481,792,793,796,801],{},[499,794,795],{},"Return-time cutoff",[499,797,798],{},[531,799,800],{},"18:00",[499,802,782,803,786,806,809],{},[421,804,805],{},"return after",[421,807,808],{},"dinner"," on the return day.",[481,811,812,815,820],{},[499,813,814],{},"Minimum hours",[499,816,817],{},[531,818,819],{},"7.5",[499,821,822,823,617],{},"Minimum trip duration to claim ",[421,824,825],{},"incidentals",[405,827,828,829,832],{},"Use the ",[421,830,831],{},"departure\u002Freturn dates and times"," on the report header so these rules can be applied correctly to your first and last travel days.",[434,834,836],{"id":835},"roles","Roles",[475,838,839,849],{},[478,840,841],{},[481,842,843,846],{},[484,844,845],{},"Role",[484,847,848],{},"What they can do",[494,850,851,859,871],{},[481,852,853,856],{},[499,854,855],{},"EMPLOYEE",[499,857,858],{},"Add per diems to their own draft reports and submit them",[481,860,861,864],{},[499,862,863],{},"DEPARTMENT_HEAD",[499,865,866,867,870],{},"Same as employee; plus approve reports within their department (see ",[409,868,869],{"href":159},"expense approvals",")",[481,872,873,876],{},[499,874,875],{},"ADMINISTRATOR \u002F EXECUTIVE",[499,877,878],{},"Configure per-diem types, rates, and cutoffs; can add items to reports beyond the draft stage",[434,880,882],{"id":881},"turning-per-diems-off","Turning per diems off",[405,884,885],{},"The entire per-diems section can be disabled organization-wide in expense settings. When it's off, reports show only purchases, mileage, and receipts, and no per-diem rows can be added.",[434,887,889],{"id":888},"troubleshooting","Troubleshooting",[475,891,892,905],{},[478,893,894],{},[481,895,896,899,902],{},[484,897,898],{},"Symptom",[484,900,901],{},"Cause",[484,903,904],{},"Fix",[494,906,907,921,932,943,954,969],{},[481,908,909,915,918],{},[499,910,911,912,914],{},"No ",[421,913,224],{}," section on the report",[499,916,917],{},"Per diems are disabled org-wide",[499,919,920],{},"An admin must enable per diems in expense settings",[481,922,923,926,929],{},[499,924,925],{},"Can't claim breakfast on the departure day",[499,927,928],{},"Departure time is at or after the departure cutoff (default 07:00)",[499,930,931],{},"Confirm the departure time on the report header; the cutoff is a policy rule",[481,933,934,937,940],{},[499,935,936],{},"Can't claim dinner on the return day",[499,938,939],{},"Return time is at or before the return cutoff (default 18:00)",[499,941,942],{},"Confirm the return time; the cutoff is a policy rule",[481,944,945,948,951],{},[499,946,947],{},"Incidentals not allowed",[499,949,950],{},"Trip is shorter than the minimum-hours value (default 7.5)",[499,952,953],{},"Incidentals require a qualifying trip length",[481,955,956,959,962],{},[499,957,958],{},"A meal shouldn't be reimbursed",[499,960,961],{},"A meal was provided",[499,963,964,965,968],{},"Set the ",[421,966,967],{},"meal provided"," flag so that meal isn't claimed",[481,970,971,974,977],{},[499,972,973],{},"The rate looks out of date",[499,975,976],{},"Rates were changed after you added the row",[499,978,979],{},"The rate is snapshotted at claim time; remove and re-add the row to pick up the new rate",[434,981,983],{"id":982},"related","Related",[439,985,986,991,996,1001,1006],{},[442,987,988],{},[409,989,990],{"href":209},"Expenses overview",[442,992,993],{},[409,994,995],{"href":213},"Purchases (line items)",[442,997,998],{},[409,999,1000],{"href":217},"Travel & mileage",[442,1002,1003],{},[409,1004,1005],{"href":235},"Statuses & submission",[442,1007,1008],{},[409,1009,1010],{"href":159},"Expense approvals (approver side)",{"title":1012,"searchDepth":1013,"depth":1014,"links":1015},"",1,2,[1016,1017,1018,1019,1020,1021,1022,1023],{"id":436,"depth":1014,"text":437},{"id":462,"depth":1014,"text":463},{"id":632,"depth":1014,"text":633},{"id":748,"depth":1014,"text":749},{"id":835,"depth":1014,"text":836},{"id":881,"depth":1014,"text":882},{"id":888,"depth":1014,"text":889},{"id":982,"depth":1014,"text":983},"Claim daily meal and incidental allowances on an expense report using your organization's per-diem rates.","md",null,{},{"icon":227},{"title":224,"description":1024},"yUYEQmK1XUMTN0ALY-yM0VwX8IGz-EemhZjQjKPjghI",[1032,1034],{"title":220,"path":221,"stem":222,"description":1033,"icon":32,"children":-1},"Learn how to create and manage expense reports for purchases made on a company-issued credit card, including approval workflows, payment tracking, and QuickBooks sync.",{"title":229,"path":230,"stem":231,"description":1035,"icon":232,"children":-1},"Use AI to read receipts and bank statements automatically, manage stored receipts, and understand per-plan scan limits.",1781157129082]