Per USG policy, no per diem allowances are provided for day trips. When traveling in-state overnight, travelers may be eligible for per diem rates to cover meals. Travelers traveling within the State of Georgia are eligible for a per diem of $50 to cover the cost of three meals per day. Travelers are only eligible for 75% of the daily per diem rate on the first and last day of travel.
In-state per diem rates only include the cost of meal expenses and NOT incidental expenses. Incidental expenses may be reimbursed separately as actual costs.
Resources
Georgia Meal Per Diem Flyer
Georgia Meal Per Diems
In this article, you will learn how to use the in-state per diem expense type(s) when entering an Expense Report in the UGA Financial Management System.
First, log into the UGA Financial Management System.
Starting from the Expense Entry page within your expense report, click the calendar icon in the Date field.
A calendar is displayed.
Select the date on which the expense occurred.
Example shown here: March 4, 2024.
To search available expense types, click the lookup magnifying glass in the Expense Type field.
The Expense Type Search pop-up is displayed.
When recording in-state per diem expenses, you need to consider the travel destination and dates.
Example shown here: D-GA Meal Per Diem field.
If the selected expense type and reported expense location match, the Amount field will automatically populate the daily per diem amount offered by the Georgia State Accounting Office.
Per diem expenses should be reported on a daily basis.
To add a new expense line, click the Add button.
Enter the date the expense was incurred in the Date field using the format MM/DD/YYYY.
To choose an expense type, click the lookup magnifying glass within the Expense Type field.
Select the appropriate in-state per diem expense type.
Click the D-GA Meals Depart/Return expense type.
If the Amount field fails to update, there is a mismatch between the selected expense type and the reported location.
By default, the Expense Location field displays the same location reported on the expense report header.
If you incurred an expense not within the reported location, you can update the Expense Location field to reflect the appropriate location.
Click the *Expense Location field.
Enter the appropriate location into the Expense Location field.
Note: You can also find the appropriate location by clicking the lookup magnifying glass.
Example shown here: GEORGIA US, FULTON - ATLANTA link.
With the location updated, click the Save button.
The Amount field should populate to reflect the per diem offered by the Georgia State Accounting Office.
If any meals are to be excluded from the per diem calculation, click the If any meals are to be excluded from the per diem calculation, click the Per Diem Deductions button. button.
Note: An example of 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. To deduct a meal, select the check box next to the appropriate meal from the Deduction Details section.
Example shown here: Georgia Breakfast option.
Note: On Departure/Return day the full amound of each meal will be deducted not 75% of the meal rate. If you deduct more than 75% of the total daily rate, you are not eligible to claim per diem for this day.
The Total Deductions field is updated automatically based on your selections. To apply the deductions, click the Done button.
Example shown here: Cancel button.
The Amount, Day line, and Total are all updated to reflect the allocated per diem deductions.
Click the Save button.
Your changes are saved to the Expense Report.