Exploring Expense Types: International Per Diem

First, log into the UGA Financial Management System.

Starting from the Expense Entry page within your expense report, click the calendar icon within the Date field.

A calendar is displayed.

Select the date on which the expense was incurred.

Example shown here: June 4, 2024 .

To search through the available expense types, click the lookup magnifying glass within the Expense Type field.

The Expense Type Search pop-up box is displayed.

When recording international per diem expenses, you need to consider whether or not it is a full or partial day of travel:

If the expense is incurred on the first or last day of travel, you will select the I-Meal International Deprt/Rtn expense type from the Employee International Travel section.

If the expense is incurred on a full day of travel, you will select the I -Meal International Full Day expense type from the Employee International Travel section.

Click the I-Meal International Deprt/Rtn expense type.

The Amount field will automatically populate to reflect the per diem amount offered by the GSA for the entered travel destination.

If the I-Meals International Deprt/Rtn expense type is selected, the GSA rate will automatically be prorated to 75% of the offered per diem.

Enter a brief Description to describe the nature of the expense to the approver who will review the report upon submission.

Example shown here: "Day of Departure".

If any meals are to not be included in the per diem calculation, click the Per Diem Deductions button.

Note: An example of a deductible meal is a meal provided to you during a conference or if breakfast is included as part of your hotel stay.

The Per Diem Deductions pop-up window is displayed.

On Departure/Return day, the full amount of each meal will be deducted. If you deduct more than 75% of the total daily rate, you are not eligible to claim per diem for this day.

Note: Incidentals are included in the International Per Diem rate. According to DOAS, Incidental Travel Expenses or Incidentals mean actual incidental expenses such as fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards and stewardesses, and hotel staff.

International Per Diem rates vary widely. Because of this variation, meal deductions are calculated using a Deduction Percentage. This percentage is multiplied by the total Per Diem to generate the deducted amount.

To deduct a meal, select the checkbox next to the appropriate meal from the Deduction Details section.

Note : BF = breakfast, DNNR = dinner, and LNCH = lunch

Example shown here: the checkbox next to the BF International Deduction option.

As you mark the meal(s) you are deducting, the Total Deductions field is updated based on the allocated per diem of the meal(s) selected.

With the appropriate deduction(s) selected, click the Done button.

The Amount field is updated to reflect the allocated per diem with deductions applied.

Per diem expenses should be reported on a daily basis.

To add a new expense line, click the Add button.

Using the calendar option within the Date field, select the date the expense was incurred.

To choose an expense type, click the lookup magnifying glass within the Expense Type field.

Select the appropriate out-of-state per diem expense type.

To enter meal expenses for a full travel day, click the I-Meal International Full Day expense type.

The Amount field will automatically populate to reflect the daily per diem amount offered by the GSA for the entered travel destination.

Enter appropriate information into the Description field.

By default, the Expense Location field displays the same location reported on the expense report header.

If you incur an expense not within the reported location, you can update the Expense Location field to reflect the appropriate location.

Note: Any location change that causes the GSA rate to differ will automatically adjust upon saving the report.

Click the Save button.