Exploring Expense Types: In-State Per Diem

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.

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.