What is a Per Diem Request Form? A Complete Guide

Definition & Meaning of a Per Diem Request Form

A Per Diem Request Form is a formal document utilized by employees to request reimbursement for daily travel expenses incurred during business trips. This form typically includes essential details such as travel dates, destinations, and the purpose of the trip. The reimbursement can cover various expenses, including meals, lodging, and incidentals. Employers often base these reimbursements on government-set rates, such as those established by the General Services Administration (GSA), or actual costs incurred by the employee.

By using a Per Diem Request Form, employees simplify the expense reporting process. This form allows for a fixed allowance, which can help in budgeting travel costs. However, employees are still required to track their expenses and account for any meals provided during the trip, as per IRS guidelines.

How to Use the Per Diem Request Form

Using the Per Diem Request Form involves several straightforward steps. First, employees should obtain the form from their employer or company intranet. Once in possession of the form, the employee must accurately fill in all required fields, including personal information, travel details, and expense breakdowns. After completing the form, it should be submitted to the appropriate department for approval.

It is crucial to retain all receipts and documentation related to the trip, as these may be required for verification during the reimbursement process. Employees should also be aware of their company's specific policies regarding per diem allowances and any limits that may apply.

Key Elements of the Per Diem Request Form

The Per Diem Request Form typically includes several critical components. These elements ensure that all necessary information is captured for processing reimbursements effectively:

• Traveler Information: This section includes the employee's name, department, and contact information.
• Trip Details: Employees must provide travel dates, destination (including city and zip code), and the business purpose of the trip.
• Expense Breakdown: This part details the claimed amounts for meals (breakfast, lunch, dinner) and any incidentals, often adhering to GSA-set rates.
• Meal Deductions: Employees must indicate if any meals were provided during the trip, such as at conferences or events.

How to Fill Out the Per Diem Request Form

Filling out the Per Diem Request Form requires attention to detail to ensure accuracy and compliance with company policies. Here’s a step-by-step guide:

1. Gather Necessary Information: Collect travel dates, destinations, and receipts for any expenses incurred.
2. Complete Traveler Information: Fill in your name, department, and any required identification numbers.
3. Detail Trip Information: Clearly state the purpose of the trip and provide specific travel dates and locations.
4. Break Down Expenses: List expenses for meals and incidentals, ensuring they align with company policy and GSA rates.
5. Review for Accuracy: Double-check all entries for correctness and completeness before submission.

Examples of Using the Per Diem Request Form

Understanding how to effectively utilize the Per Diem Request Form can be enhanced through practical examples. For instance, an employee traveling to a conference in Chicago might claim $60 for meals each day, which includes $20 for breakfast, $25 for lunch, and $15 for dinner. If the conference provides lunch, the employee would deduct that amount from their claim.

Another example could involve a team attending a multi-day training session. Each member would fill out their Per Diem Request Form, specifying the business purpose and detailing their expenses, ensuring that they follow the guidelines set by their employer regarding meal allowances.

IRS Guidelines for Per Diem Reimbursements

The Internal Revenue Service (IRS) provides specific guidelines regarding per diem reimbursements. Employers are encouraged to adhere to the federal per diem rates, which vary based on location and time of year. Employees must maintain records of their travel expenses and may need to provide documentation for any amounts claimed. The IRS allows for a simplified method of reimbursement, where employers can pay a fixed amount without requiring detailed receipts, as long as the payments do not exceed the federal per diem rates.

It is essential for employees to understand that any amounts reimbursed above the federal per diem rates may be considered taxable income. Therefore, maintaining accurate records and understanding the IRS guidelines is crucial for compliance and tax purposes.

Who Typically Uses the Per Diem Request Form

The Per Diem Request Form is commonly used by employees who travel for business purposes. This includes individuals from various sectors, such as:

• Sales Representatives: Often travel to meet clients or attend trade shows.
• Consultants: Frequently visit client sites for project work.
• Corporate Trainers: Travel to conduct training sessions at different locations.
• Field Technicians: Visit job sites requiring overnight stays.

Additionally, organizations that have employees frequently traveling for business purposes, such as consulting firms, sales organizations, and government agencies, will find the Per Diem Request Form beneficial for managing travel expenses efficiently.

Important Terms Related to the Per Diem Request Form

Understanding key terms associated with the Per Diem Request Form can enhance clarity and compliance. Some important terms include:

• Per Diem: A daily allowance given to employees for travel-related expenses.
• GSA Rates: Government-set rates for meals and lodging that serve as a benchmark for reimbursements.
• Incidentals: Additional costs incurred during travel, such as tips or transportation.
• Receipts: Documentation required to substantiate claimed expenses.

Familiarity with these terms can help employees navigate the reimbursement process more effectively and ensure compliance with company policies.