Exploring Expense Types: Out-of-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 within the Date field.

A calendar is displayed.

Select the date on which the expense was incurred.

Example shown here: April 2, 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 out-of-state per diem expenses, you need to consider whether the expense occured on a full or partial day of travel:

If the expense is incurred on the first or last day of travel, you will select the D-Meals Out of State Deprt/Rtn expense type from the Employee Domestic Travel section.

If the expense is incurred on a full day of travel, you will select the D-Meals Out of State Full Day expense type from the Employee Domestic Travel section.

Example shown here: the D-Meals Out of State Deprt/Rtn expense type.

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

If the D-Meals Out of State Deprt/Rtn expense type is selected, the GSA rate will automatically be prorated to 75% of the offered per diem to account for the partial day.

Enter a brief Description of the expense for the approver who will review the expense report upon submission.

Example shown here: "Day of Departure".

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 D-Meals Out of State 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.

Example shown here: "Full Day".

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.

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 included in the cost of your hotel room.

The Per Diem Deductions pop-up window is displayed.

Click to select the meal that you need to deduct from your per diem. Select the Expense Type option that matches the Per Diem Amount listed at the top of the window. This will be the amount in parentheses next to the Expense Type if it is a depart/return day. The Deduction Amount column shows the amount your per diem will be reduced.

Example shown here: click the checkbox next to the 1_Lunch Meal $71 ($53.25) option.

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

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

Click the Save button.