- Check the gsa.gov website for the current year’s per diem rates.
- Make sure to choose the state the tradeshow will take place in, as rates vary according to the state you will be traveling to.
- Create a comprehensive Per Diem spreadsheet that contains:
- Attendees
- Departing & returning flight times
- If someone’s flight does not depart until 12:30 the day of the trip, they will only receive 2/3 (no need for breakfast) of a full days per diem
- Likewise, if someone’s flight returns home by 3:00pm they will only receive 2/3 (no need for dinner) of a days per diem
- Example: assume CA’s per diem is $64 a day:
- If Rana is leaving JAX at 6:00am on Monday she will get a whole days per diem of $64 (breakfast, lunch and dinner)
- If Rana returns to JAX the following day by 4:15 she will only get $46.66 for the day
- This is beacause: 64/3 meals = 21.33
- 21.33 x 2 meals = $46.66
- Number of days travelling
- Per Diem Rate
- Example spreadsheet:
- Special rules for CHA per diem:
- Tim’s team (Paula, Debbie and Joy) receive per diem from Advantus
- Rather than pay them all separately, Advantus will total their per diem and send it directly to Tim
- If there is a group dinner 1/3 of everyone’s per diem will be deducted for that day as Adavntus pays for the meal
- Advantus VP level and above do not receive per diem
- If we hire an outside individual to help, we pay them per diem (example: Art Teneyeck)
- Tim’s team (Paula, Debbie and Joy) receive per diem from Advantus
- Fill out check requests for all attendees, print and give to your manager to sign and submit to accounting. Blank check request sheets can be located on the Advantus Intranet. ( Accounting -> Shared Documents -> Check Request Form)
- Cheak request forms will have:
- Name
- Address
- Check amount
- Check purpose
- Return check to
- Deposit by date
- Example check request form:
