Faculty and Staff

Calculating Per Diem

Last updated September 23, 2009 5:03:07 PM PDT
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Use the instructions below to calculate per diem only for travel you can’t claim using MyTravel (e.g., group travel and moves/ transfers).

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1. Calculate the number of days on travel status.

  • Calculate the number of hours on travel status for each location.
  • Divide the number of hours on travel status by 24 for each location.
    • Example: 756 hours of travel divided by 24 = 31.5 days of travel.
  • Round partial days to the nearest quarter.
    • Example: Round 33.69 days to 33.75.

2. Determine the per diem rate.

Find the appropriate per diem rate for each location.

Note: Claiming per diem is limited to business travel and shouldn't be used to initiate payment that is compensation. Use the published allowable rate. Learn more about claiming actual expenses to save costs, or as an exception if costs exceed the allowable per diem.

3. Select the reporting method.

  • If you can't use MyTravel, the preferred method for claiming is the Travel Expense Form (TEF).
    • The TEF automatically calculates the total per diem amount once you've entered the duration of travel and daily per diem rate.
    Note: The TEF replaces the TEV for reporting travel expenses that can't be claimed using MyTravel.
  • If you can’t use the TEF, use the Travel Expense Voucher (TEV).
    • Use the following calculation for each location in which the traveler spent 29 days or less:
      • Number of days x per diem rate = total per diem for location
    • Use the following calculation for each location in which the traveler spent 30 days or more:
      • Number of days x per diem rate x 55% = total per diem for location.
    • Add the totals for each location to determine the total per diem allowance for the travel event.
    • List the total in the Cost of Lodging column.
      • Include a note in the "Remarks" section (box 16) indicating the number of travel days and the per diem rate used for each of your calculations.

  • Note: Receipts for lodging and meals are not required by UCSD Travel policy when claiming per diem. Receipts for lodging and meals are required when per diem would apply, but you're claiming actual expenses due to special circumstances.

4. Deduct meal rates, if applicable.

  • For meals or lodging provided at no charge during travel, the total per diem must be adjusted. The TEF has an adjustment section to help calculate this for you.
  • If you can’t use the TEF, calculate the amount to deduct and indicate it on the TEV.
    • For a meal provided at no charge, see reduction rates (PDF) to determine the amount to deduct. You do not have to decrease incidental expenses.
    • For lodging provided at no charge, only the M&IE portion of the per diem can be claimed.

5. Complete your expense reporting.

Follow instructions to complete your reporting method:

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For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.