“Per Diem”

What is Per Diem

Per diem is a daily allowance provided to employees to cover expenses incurred during business-related travel. The term, derived from Latin, means “per day.” This fixed daily amount is intended to address costs such as accommodation, meals, and incidentals. Employers may offer per diem as a way to assist employees in managing their expenses while on official trips. While it is not mandatory, per diem serves to alleviate the financial burden associated with business travel and contributes to a more comfortable and equitable experience for traveling employees.

Key Characteristics of Per Diem

• Lodging: The cost of accommodation during the travel period.
• Meals: Expenses related to breakfast, lunch, and dinner while the employee is away from their usual place of residence.
• Incidentals: Small, miscellaneous expenses that may arise during travel, such as tips, transportation within the destination city, or other minor costs.

How Does Per Diem Work?

Per diem can be a replacement for a real cost reimbursement system. In lieu of paying your employees the exact amount they paid on the trip (actual cost) then you pay the per diem amount.

Per diem can be paid prior to the time that an employee departs on business. Also, you can provide per diem following the trip.

Although you offer employees a fixed per day amount instead of a reimbursement, you are still required to keep track of expenses. These expense reports do not require as much detail as when you pay employees using the actual expense method.

Employees must file an expense report, and submit the information within a period of 60 days of the day they use their per-diem. The expense report should contain the following details:

• • Time, date and the location
  • Cost of costs
  • Business-related purpose

So, how do you pay per allowance? Pay employees the fixed per-diem rate. There is no need to accept or deny the employee’s expenditure. In the majority of cases employees are allowed to keep any unused per-diem cash.

Is Per Diem Taxable?

As a manager, You may be asking how per diem helps with taxes? Per diem is not taxable. Most of the time, you do not pay payroll taxes for per diem earnings.

Per diem is tax-deductible when the employee doesn’t disclose or removes information from an expense report. It also becomes tax-deductible in the event that you provide the employee with an amount that is fixed. The excess tax is due in the event that you provide an employee more than the allowance per day.

Do not include per-diem in the wages of an employee on the W-2 form. Per the cost of a meal in an employee’s wage when the rate is higher than the IRS-approved maximum rates, or the employee fails to submit the expense statement.

FAQs

1. What is the purpose of offering per diem to employees?

Per diem streamlines employee reimbursement for business travel expenses, including lodging, meals, and incidentals.

2. How does per diem work as a replacement for cost reimbursement?

Per diem replaces the need to reimburse employees for the exact amount they spent during a trip. Instead, employees receive a fixed per day amount (per diem) to cover their expenses.

3. When can per diem be paid to employees?

Per diem can be paid either prior to the employee’s departure on business travel or following the trip, depending on the company’s policy and practices.

4. Under what circumstances does per diem become tax-deductible?

Per diem becomes tax-deductible when the employee fails to disclose or removes information from an expense report. It can also be tax-deductible if the employer provides an employee with a fixed per diem amount that exceeds the allowable limit per day.

6. What should employers avoid when reporting per diem on an employee’s W-2 form?

Exclude per diem from an employee’s W-2 form and avoid adding meal costs to wages if per diem exceeds IRS rates or lacks an expense statement.
Also, See: Superworks glossary