Per diem is a term frequently used in business and finance to refer to a daily allowance provided to employees for expenses incurred while traveling for work. This allowance covers costs such as lodging, meals, and incidental expenses. The term “per diem” is derived from Latin, meaning “per day,” and it is a common practice in both the private and public sectors.
What is Per Diem?
Per diem refers to a daily payment made to employees to cover work-related travel expenses. Instead of reimbursing each individual expense, employers provide a fixed daily amount to cover costs such as:
- Lodging: Hotel or other accommodation costs.
- Meals: Breakfast, lunch, dinner, and any snacks.
- Incidental Expenses: Minor expenses like tips, transportation, and other small costs.
Importance of Per Diem
- Simplifies Expense Management: By providing a daily allowance, companies simplify the process of tracking and reimbursing travel expenses.
- Predictable Costs: Employers can more easily predict and budget for travel expenses with a fixed daily rate.
- Reduces Administrative Burden: Employees do not need to keep and submit receipts for each small expense, reducing the administrative workload for both the employee and the accounting department.
- Encourages Fairness: A standardized per diem rate ensures that all employees receive the same amount for similar travel situations, promoting fairness and transparency.
How Per Diem Works
When an employee is required to travel for work, the company provides a per diem rate. This rate can vary based on the destination, as some locations have higher costs of living than others. The rates are often set by government agencies or company policy and are meant to cover necessary daily expenses.
Example: An employee is sent on a business trip to New York City for three days. The company’s per diem rate for New York City is $250 per day, which includes $150 for lodging, $75 for meals, and $25 for incidental expenses. For the three-day trip, the employee would receive a total of $750 ($250 x 3 days).
Setting Per Diem Rates
Per diem rates can be determined in several ways:
- Government Rates: In the United States, the General Services Administration (GSA) sets per diem rates for federal employees. Many private companies use these rates as a benchmark.
- Company Policy: Companies may establish their own per diem rates based on historical travel data and cost of living analyses for various locations.
- Industry Standards: Some industries have standard per diem rates that are widely accepted and used by companies within that sector.
Tax Implications of Per Diem
Tax-Free Reimbursement: When per diem payments do not exceed the federal rates and are properly accounted for, they are generally not taxable to the employee. This means that employees do not have to report these payments as income on their tax returns.
Excess Per Diem: If the per diem rate exceeds the federal rate, the excess amount is considered taxable income. Employees must report the excess as wages, and it is subject to income tax withholding and payroll taxes.
Recordkeeping Requirements: Employees must maintain records of their travel dates, destinations, and business purposes to ensure compliance with tax regulations and to substantiate the per diem payments.
Per Diem vs. Actual Expense Reimbursement
Per Diem: Provides a fixed daily allowance, simplifying the process and ensuring predictable costs. Employees do not need to submit receipts for individual expenses but must keep a record of their travel.
Actual Expense Reimbursement: Employees submit receipts for all travel-related expenses, and the employer reimburses them based on the actual costs incurred. This method can be more accurate but requires more detailed recordkeeping and administrative effort.
Real-World Example
A sales manager for a software company travels frequently to meet clients. The company has a per diem policy of $200 per day for domestic travel, covering lodging, meals, and incidentals. On a four-day trip to Chicago, the sales manager receives $800 ($200 x 4 days). This per diem simplifies expense management, allowing the sales manager to focus on business rather than tracking every small expense.
Conclusion
Per diem is an effective way for companies to manage travel expenses by providing a standardized daily allowance for employees. It simplifies the reimbursement process, ensures predictable costs, and reduces the administrative burden of tracking individual expenses. For learners in accounting and finance, understanding per diem is essential as it plays a significant role in financial planning, budgeting, and compliance with tax regulations. By using per diem rates, companies can manage travel expenses efficiently while maintaining fairness and transparency for their employees.